Administrative Assistant (Hard Service)
Reports To: Hard Services Manager / Duty Manager / Project Manager
Job Purpose
Coordinate and support Hard Services operations by providing administrative, technical, and operational assistance to management and supervisors, ensuring the effective planning, execution, monitoring, and continuous improvement of building, infrastructure, and equipment maintenance activities in compliance with safety, quality, budgetary, and regulatory requirements.
Key Accountabilities
- Coordinate hard services maintenance plans and schedules to ensure timely execution of preventive and corrective maintenance activities across buildings, infrastructure, and equipment.
- Monitor project timelines, milestones, and deliverables, providing accurate progress updates to management to support on-time and within-budget completion.
- Administer documentation, records, and databases related to maintenance activities, equipment history, and compliance to ensure accuracy, traceability, and audit readiness.
- Support budget preparation and cost tracking by developing estimates, monitoring expenditures, and reporting variances to management.
- Facilitate effective communication between supervisors, technicians, contractors, and internal departments to ensure smooth service coordination and issue resolution.
- Coordinate procurement processes by preparing purchase requisitions and tender documentation to ensure timely availability of materials and outsourced services.
- Monitor contractor and service provider performance to ensure compliance with contractual, safety, and quality standards.
- Support risk management and health & safety initiatives by coordinating inspections, compliance activities, and corrective actions to maintain safe and reliable operations.
Main Duties & Responsibilities
- Assist in planning, scheduling, and follow-up of hard services activities with supervisors and technicians.
- Track and update project schedules, prepare progress reports, and escalate delays or risks as required.
- Manage administrative functions including documentation control, filing systems, and record-keeping.
- Support budget development, cost estimates, expenditure tracking, and financial reporting.
- Prepare and submit purchase requisitions and support tendering processes for outsourced services.
- Develop and maintain equipment databases, asset registers, and maintenance history records.
- Utilize CMMS to manage work orders, preventive maintenance schedules, and service reports.
- Coordinate maintenance of electrical, plumbing, HVAC, civil works, security, and building infrastructure systems.
- Conduct regular inspections to ensure safety, quality, and regulatory compliance.
- Liaise with clients, vendors, and contractors to support effective project execution and service delivery.
- Gather client feedback, address concerns, and support customer satisfaction initiatives.
- Analyze energy consumption data and support initiatives to improve efficiency and sustainability.
- Support continuous improvement initiatives and adoption of new technologies in hard services operations.
- Collaborate with HR on staffing coordination, training, recruitment, and onboarding activities.
- Coordinate with regulatory authorities to ensure compliance with applicable laws, standards, and permits.
- Provide regular updates to management on operational performance, risks, budgets, and timelines.
Role Requirements
Qualifications & Education
Essential
- Bachelor's Degree in Engineering, Technology, Facilities Management, or a related field.
Preferable
- Professional certifications in Facilities Management, Maintenance, or Project Coordination.
Experience
Essential
- Minimum 5 years experience in facilities management, hard services coordination, or administrative support roles within technical or operational environments.
Preferable
- Experience in hospitality, large-scale facilities, mixed-use developments, or infrastructure projects.
Training
Essential
- On-the-job training in CMMS, facilities operations, and administrative coordination.
Preferable
- Training in health & safety, risk management, contract administration, or project coordination.
Specialized Knowledge & Skills
Essential
- Strong knowledge of hard services operations including civil works, MEP systems, equipment, transportation, and housing affairs.
- Proficiency in CMMS, MS Office, and facilities management software.
- Strong administrative, organizational, and time management skills.
- Working knowledge of health, safety, and regulatory compliance requirements.
Preferable
- Knowledge of HR policies and procedures.
- Experience in energy management and sustainability initiatives.
Behavioral Competencies
- Planning and Organizing
- Communication and Collaboration
- Problem Solving and Initiative
- Attention to Detail and Accountability
Technical Competencies
- Facilities & Hard Services Coordination
- CMMS & Asset Management Systems
- Budget Tracking & Cost Control
- Contractor & Vendor Management
Special Conditions
- Willingness to work shifts, including evenings, weekends, and holidays as operationally required.
- Compliance with company grooming and dress code standards.
- Openness to training and adaptation to evolving systems, tools, and procedures.
