Job Description

Key Responsibilities:1. Administrative Support:
- Assist in the preparation and management of operational documents and reports.
- Maintain accurate records of facility operations, maintenance schedules, and service requests.2. Communication:
- Serve as a point of contact for internal teams and external stakeholders, responding to inquiries and
communicating updates efficiently.
- Coordinate meetings, prepare agendas, and take minutes to ensure clear communication and follow-up
on action items.3. Scheduling and Coordination:
- Manage the scheduling of maintenance and repair activities, ensuring minimal disruption to facility
operations.
- Coordinate the logistics for on-site visits, vendor services, and facility events.4. Data Management:
- Input and maintain data in facility management software, ensuring information is up-to-date and
accessible.
- Assist in generating reports on facility operations, performance metrics, and service requests for
management review.5.Inventory Management:
- Monitor and manage supplies and equipment inventory; place orders as needed for maintenance supplies
and office resources.
- Ensure all tools and equipment are in good working order and organized.6. Financial Administration:
- Assist in tracking operational expenses and processing invoices related to facilities management services.
- Support the budget preparation process by providing necessary data and documentation7. Compliance and Safety:
- Help ensure compliance with health and safety regulations, assisting in audits and inspections as
necessary.
- Maintain documentation related to safety training and compliance records.8. Continuous Improvement:
- Participate in process improvement initiatives, providing feedback and suggestions for enhancing
operational efficiency.
- Stay informed about best practices in facilities management and administrative support.Qualifications:
- Diploma or Degree in Business Administration, Facilities Management, or a related field.
- Proven experience in an administrative support role, preferably in facilities management or a related
industry.
- Strong organizational skills with a keen attention to detail.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite and facility management software.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Knowledge of health and safety regulations is a plus.
- Knowledge of OHS Act,
- Drivers License
- ISO 9001 Quality Management
- MS Word, MS Excel, MS PowerPoint, MS Project & MS Outlook (Intermediate skill level)FUNDAMENTAL COMPETENCIES
- Initiative/Proactivity
- Deadline Driven & Highly Motivated
- Stress Tolerant
- Excellent Written Communication
- Basic Supervisory Skills
- Subordinates Capacity Building
- Customer Focus
- Negotiation Skills
- Analytical Skills
- Planning/Scheduling/Objective Setting
- Teamwork & Partnering
- Relationship Building
- Interactive Reasoning
- Excellent Oral Communication

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