Total 4 database administrator job vacancies in Maintenance / Repair category in Islandwide

What your day-to-day will look like:

• Maintain leave records
• Liaise with HR on OT claims
• Submit IT access requests
• Onboarding of new joiners, offboarding of leavers,
• Liaise with UBS vetting teams on new joiner vetting status
• Request for office & IT access
• Update contract records
• Assist in calendar invites / meeting room reservations / logistics
• Assist in T&E claim submission
• Assist in travel approval requests
• Submit Purchase Order requests to JDE and maintain the PO tracker
• Follow-up with teams on Corrigo work orders
• Review and submit JLL vendor invoices
• Liaise with vendors on invoice submission and payments
• Consolidate vendor invoices for IFM billing (to send to GCS managers for review of IFM bills)
• Prepare GMP, adhoc & project billings to client
• Submit revenue & expense accruals
• Prepare financial report (MMR) with updates from all team leads
• Update Regional finance on IFM invoice payments

Miscellaneous

• Assist on Corrigo issues - update of work order schedules, onboarding of JLL users & vendors
• Assist on new joiner matters
• Draft, review, and revise contracts
• Negotiate contract terms with clients and vendors
• Ensure all contracts comply with company policies and legal requirements
• Maintain a comprehensive contract database
• Monitor contract deadlines and renewals
• Coordinate with internal departments to gather necessary information
• Prepare reports on contract status and performance
• Assist in resolving contract disputes
• Develop and implement contract management processes

Requirement:

• NITEC with at least 2 years of expereince in facilities administrative duties.
• Team player.
• Working location: East

The Mailroom Lead:

• This role reports directly into Facility Coordinator, Real Estate Services providing support in the real estate
• and facility services operations areas within specific market, region, or geography
• Support areas are facility operations and service delivery methods, purchasing, and vendor/third party
• supplier engagement
• Responsibilities include engagement with vendor/third party supplier relationships, at the direction of Facility
• Coordinator and in partnership with Shared Services Business Operations, in the facilitation mailroom
• operations and service delivery areas
• This role contributes to expense control and cost savings objectives wherever possible, alerting Facility
• Coordinator of unusual spend activity, unique circumstances or non compliant spend
• The role requires an understanding of the firm’s preferred supplier network and procurement procedures to
• achieve inventory and cost control
• Mailroom Supervisor supports the Facility Coordinator in supplier engagement providing performance
• feedback, activity reporting, and trend analysis at the office, market, or regional level as needed
• Builds collaborative and constructive relationship with peers, to provide high quality support to Facility
• Coordinator
• Communicates effectively (via a variety of forms) to leadership, team members, peers and management
• Effectively contributes to collaborative relationships with internal teams, suppliers and functional groups to
• enhance performance, ease/streamline issue identification/resolution, and strengthen service delivery
• Active participation in initiatives, implementations, process and/or program management change
• Provide feedback on performance of third party suppliers in execution of facility services operations and/or
• real estate tasks.

Responsibilities include:

• Ensure all incoming mail is sorted and distributed in a timely manner including preparation of cheques for
• Finance and Treasury
• Ensure collection and distribution of mail from all floors
• Organise all postal services including delivery and collection times, mail redirections and opening/closing of
• postal boxes
• Develop and maintain a procedure manual for all mailroom services
• Reconciliation of local Post; international and local courier accounts
• Conduct regular meetings with Account Managers of suppliers
• Keep abreast of suppliers’ and competitive pricing
• Check accuracy of invoices and process in a timely manner
• Reconciliation of Iron Mountain (secure recycling) collection accounts
• Ensure adherence to Marsh/Mercer policy on secure destruction of documents
• Liaison with internal staff on service to the business groups
• Handle complaints and suggestions
• Daily supervision and performance management of staff, including regular reviews and goal setting
• Must be able to carry out all tasks performed in the mailroom
• Follow OH&S guidelines and ensure necessary training
• Assistance with meeting room setups including movement of furniture and equipment as needed
• Provide relief coverage for mailroom or other teams when required
• Any other facilities tasks related to smart office as directed by the Facilities Coordinator

What this job involves:

Prioritising the facilities’ needs

Working with both the facilities manager and the assistant facilities manager, you’ll oversee the property’s day-to-day operations and ensure that all administrative functions, security issues and facility services are covered. Likewise, you’ll strive for continuous improvement in the process.

You’ll also keep an eye out on the property’s supplies and ensure that it has adequate stocks and materials to keep the operations smooth like a well-oiled machine. Likewise, you’ll manage supply and service contracts as approved by clients.

In addition, you’ll help mitigate risks by taking part in emergency evacuation procedures, and handling crisis management and business continuity plans. You’ll also be on top of health and safety issues that may arise, and actively participate in reviewing them.

Also part of your mandate is to monitor the property’s budget. As the person in charge, you’ll make sure that there’s enough petty cash to support operations. You’ll also see to it that vendor invoice processes comply with standards.

Going above and beyond expectations

Client satisfaction is second nature to the person in charge. In this role, you’ll take on difficult issues and seek out opportunities to improve operations. You’ll also be constantly in tune with the team to achieve key performance metrics and meet service level agreements.

In addition, you’ll carry out routine service audits to ensure that the team maintains its overall performance. You’ll also be in charge of creating stock reports, meeting minutes and monthly management reports to the clients.

Sound like you? To apply you need to have:

Strong knowledge of property operations

Playing a key role, the ideal candidate holds a degree in business or hotel and building management, and at least three to five years’ experience in facilities management. You must also demonstrate good working knowledge in occupational safety, as well as aptitude in client-centric operations.

Solid background in team management

Are you an adept leader with a proven track record in managing a team? Are you capable of effectively rolling out improvement plans? Do you possess superior communications and reporting skills? If these soft skills are your areas of expertise, then we are more than thrilled to have you aboard.

• Minimum - ’O’/’A’ Levels

• Open to fresh graduate

• Ability to work with minimal supervision.

• Adequate computer skills.

• Ability to use standard software applications such as Windows7 and MS Office for administrative tasks, reporting and documentation.

• Some appreciation of PC hardware and Printer troubleshooting is preferable.

• Ability to interact and handle Customers; Customer-oriented

• Patient, Friendly, Meticulous and Independent

• Strong & effective communication and interpersonal skills with desire to work as part of a team.