Job description
The Facilities Administrative Assistant provides crucial support to the facilities management team by handling administrative tasks and ensuring efficient operations within the facilities department.
This role plays an essential part in maintaining a safe, functional, and comfortable environment for staff, clients, and visitors.
He/ She will perform administrative duties at the professional level while supporting more than one programme/ service.
The successful candidate is responsible for administrative support services and delivering comprehensive admin assistance, which include:
Job Responsibilities
- Build a strong working relationship with programme/ services
- Manage general Email account and respond to inquiries
- Perform data entry of maintenance schedules across various sites
- Provide status updates on files and track progress using in-house database, upload files onto SharePoint on an ongoing basis etc
- Update and maintain utility records across various sites
- Track and monitor expiry dates for contracts and licenses
- Consolidate facilities data and assist in preparation of reports
- Attend meetings and accurately record meeting minutes when required
- Administer and process of access card, onboarding process and season parking requests
- Assist with putting up festive decorations
- Lodge purchase requisition requests as needed
- Prepare invoices and billing documents for payment
- Support and assist the team in special and ad-hoc projects/matters
- Perform other administrative duties as assigned
Job Requirements
- Minimum GCE O, Diploma in Business Management or equivalent
- Willing to learn in-house software
- Excellent interpersonal & communication skills
- Good command of English
- Good working knowledge of MS office applications
- Comfortable with the use of different software in day-to-day activities
- Knowledge of Microsoft Automation will be advantageous
- An eye for detail and ability to work in a fast-paced environment
