Responsibilities
The primary responsibilities are:
- Report to the Senior Facilities Manager and/or Contract and Admin Manager.
- Participate in meetings and contribute to problem-solving discussions.
- Be the central point of contact for the programs/projects managed. Communicate effectively to engage with internal and external stakeholders and provide synthesized and clear recommendations to management on risk management (project target, progress, etc) and escalation of issues that cannot be resolved in the team.
- Use of in-house software systems for daily operation.
- Maintain a comprehensive repository of contracts, amendments, and related documentation.
- Consolidate monthly works progress reports, monthly claim report, Monthly omission report, cashflow projections, trends reports, KPIs reports, and other reports or information relevant to the maintenance works and services.
- Prepare payment response to the sub-contractors including certifying work done and payments.
- Prepare and deliver reports to senior management regarding contract status, vendor performance, and administrative activities.
- Assist various teams with administrative tasks, including organizing meetings, taking minutes, and distributing materials.
- Provide administrative assistance to both the Operation Teams and the Finance Department and ensure that both departments are well-supported in their respective tasks.
- Ensure administrative operations adhere to policies and regulations.
- Updates of vendors profiles
- PMs in Issuance of Purchase Orders / Requisitions
- Processing Tax Invoices
- Any other duties that may be assigned by the SFM and/or Contract & admin Manager.
Requirements
- He/ She shall have the following minimum qualification/ experience requirements:
- Relevant diploma/ Higher Nitec in Human Resource or Administration or Accounting or its equivalent with minimum 2 years of experience (Helpdesk & Admin officer) or/and any degree or diploma with related experience in quantity surveying with minimum 5 years of experience
- Pleasant personality with strong drive to succeed.
- Excellent communication skills, verbal and written, with ability to communicate externally and internally at all levels.
- Meticulous and able to meet tight deadlines.
- Able to multi-task and manage work priorities in a pro-active and flexible manner.
