Facilities Management Administrator - Emirati Future Leaders

Overview

Admin support & coordination for facilities services, handling docs, reports, procurement.

Key Responsibilities

• invoice processing
• expense reporting
• document control
• report development
• procurement coordination
• client approvals

Tasks

-To chase submitting of invoices through the supplier and DC and the supplier payment process through finance department. -Prepare the daily or weekly expenses report and ensure that accurate and timely expense reports are approved by Supervisors before lodging with Finance Department. -Provide training and assistance to newly hired administrators. -Attend meetings and keep records of proceedings on behalf of the team. -Provide a full admin support to the team and department. -To provide effective and efficient administrative, Secretarial and personal Assistance to the Services Division -Provide the required documents for the monthly PMS and maintain regularly in FSI. -To seek approvals from the client for any additional works required in the sites as per the Facilities Manager requests. -Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents -Perform other related tasks deem required by the Services to support the Managers and team in the execution of their duties. -Archive documents or files on behalf of the Team. -Maintain hard copy and electronic filing system -To develop and draft various reports (Weekly Reports, Monthly Reports) as required by the Facilities Manager and client. -Provide assistance in the mobilization of new projects. -Assist the manager in making the reports or any clerical job particularly during the busy periods. -Prepare and coordinate data and approvals starting from RFQ, Quotations, and Purchase requisitions for the online purchasing. -Perform general and clerical duties but not limited to: photocopying, faxing, mailing, and filing. -Perform any other duties required to support the management team, activities and overall strategic directions and in order to ensure smooth flow of operation within the division. -To chase suppliers for materials delivery and ensure it reaches the sites. -Provide general administration assistance for HR related issues for both Technical and Professional staff. -Provide assistance to the Associate Director such as collecting and collating required information from all projects under his portfolio. -Be responsible in organizing and coordinating office operations and procedures in order to ensure departmental effectiveness and efficiency, maintaining office services, supervising office staff and maintaining office records. -Arrange meetings, inductions, and associated tasks. -Provide general administration and personal assistance required by Services Department

Requirements

• fm certification
• risk assessment
• permit-to-work
• administrative experience
• whs knowledge
• business administration

What You Bring

-FM Related certifications e.g. Facility Management Professional is preferable. -Experience of safe working practices, risk assessments, method statements, permit-to-work systems, and water treatment management. -Preference will be given to candidates with relevant FM Industry. -2 years of experience working as an Administrative Officer -Knowledge of Workplace Health and Safety (WH&S) practices and policies. -Bachelor’s degree in Business Administration or relevant specialization

People Also Searched For

About inspire

Nope

Sector Specialisms