Job Description:
The incumbent will provide administrative support to facilities line managers; acting as liaison between the line managers and other parties; and monitoring assigned programs and/or projects within the MEP / Soft Services department. The incumbent will perform a variety of administrative and clerical tasks. Hands on experience with CAFM software
1. Facilities Operations & Coordination
- Oversee daily operations to ensure the safe and efficient functioning of the facility, including HVAC, electrical, and plumbing systems.
- Coordinate office moves, workspace adjustments, and related logistics.
- Enforce facility policies, perform routine inspections, and ensure compliance with internal procedures and external regulations.
- Coordinate reporting from field personnel and support supervisors with assignments and expectations.
2. Documentation & Records Management
- Maintain organized, updated, and secure documents for the business in accordance with regulations.
- Use document management software to upload, scan, retrieve, and archive records.
- Collect, register, and control technical documents such as drawings and blueprints.
- Review and update maintenance and quality control documents.
- Inform relevant personnel of new versions and access protocols.
- Create templates and manage records across functions while maintaining confidentiality.
3. Project Support & Reporting
- Prepare, manage, and file project documentation accurately.
- Review technical documents for completeness and clarity.
- Collect and administer monthly reports from all contractors, including PPM (Planned Preventive Maintenance) and corrective action reports.
- Maintain CAFM software with up-to-date records and statutory documentation.
4. Administrative & HR Support
- Prepare purchase requests, issue GRNs (Goods Received Notes), and support client invoicing processes.
- Prepare monthly attendance records for all staff.
- Assist with FM staff onboarding formalities such as visas, medicals, EIDs, IT assets (laptops, mobile SIM), PPE allocation, and inductions.
- Coordinate with HR on staff-related queries and processes.
5. Work Order & Service Delivery
- Manage work orders and optimize scheduling to support maintenance teams and ensure timely service delivery.
- Arrange gate passes for visitors, contractors, and clients as required.
6. Financial Tracking & Administrative Support
- Monitor and track monthly facility expenses and prepare summary reports.
- Provide general administrative support including preparation of reports, presentations, correspondence, and other documentation for the Facilities Management team.
