APAC ENGINEERING ADMINISTRATOR
REPORTS INTO: APAC ENGINEERING MANAGER
ABOUT THE ROLE:
The APAC Engineering Administrator will support the APAC Engineering team providing professional administrative support supporting to delivery of building operations.
Delivering administrative activities in accounting, finance, maintenance, operations, vendor oversight, purchasing of material, equipment and supplies, occupancy services and helpdesk. Ensuring the smooth running of our service whilst providing an exceptional end user experience within our client sites.
KEY RESPONSIBILITIES:
- Support the APAC Engineering Manager in administering the delivery of day to day engineering services as required under the Facilities Management contracts
- Ensure any work being carried out under the Facilities Management contract meets the requirements of the client
- Work with local and APAC teams and service streams to ensure smooth delivery of services
- Assist in the preparation of monthly management reports as required including the collation of information for the client report ensuring that return deadlines are met
- Provide and maintain accurate and up to date reports and spreadsheets to include regular updates as required to the quote log, purchase order log, invoices, site data and costs
- Place orders for consumables as required
- Maintain an accurate log of all supplier invoices received to include supplier name, invoice number, invoice date and a brief description of the works undertaken
- Ensure that appropriate purchase orders are raised and in place prior to the commencement of any works on site by any supplier and maintain purchase order tracker
- Liaise with engineers and suppliers to ensure all appropriate paperwork is in place before works commence
- Create and deliver Health and Safety Toolbox Talks/training to the team
- Deliver reporting on a monthly basis including trackers, audits, inspections and health and Safety
- Use and maintain online task system, ensuring correct data entry and providing overall system administration
- All the time working in accordance with health and safety measures and promoting best practice amongst colleagues, contractors and vendors
WORKING LIFE:
- On a daily basis you will be supporting a team across APAC.
ABOUT YOU:
- You are keen to develop within the workplace, spending time supporting a multi-disciplinary team gaining knowledge and expertise
- You have experience in an administration or coordinator role providing operational support
- Experience in administration and management of monthly variable finance, monthly billing, supplier invoices and reconciling invoices and purchase orders
- A good level of computer literacy and knowledge of key packages to produce reports etc.
- You work collaboratively as part of a team to solve problems with professionalism and service focused approach
- You are adept at multitasking and are able to manage multiple projects effectively
- You are open and have good communication skills
- You strive for excellence in what you do and share ideas for improvement
- You are proficient with computer equipment and programs (Word, Excel and Outlook) and have a keen interest in technology
- You keep up to date with industry trends and have direct experience or an interest in facilities management and customer service
