Job Purpose
- To provide effective and efficient administrative, Secretarial and personal Assistance to the Services Division
Roles , Responsibilities, Duties
- Provide general administration and personal assistance required by Services Department
- Provide a full admin support to the team and department.
- Archive documents or files on behalf of the Team.
- Prepare the daily or weekly expenses report and ensure that accurate and timely expense reports are approved by Supervisors before lodging with Finance Department.
- Prepare and coordinate data and approvals starting from RFQ, Quotations, and Purchase requisitions for the online purchasing.
- Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents
- To develop and draft various reports (Weekly Reports, Monthly Reports) as required by the Facilities Manager and client.
- To chase suppliers for materials delivery and ensure it reaches the sites.
- To chase submitting of invoices through the supplier and DC and the supplier payment process through finance department.
- To seek approvals from the client for any additional works required in the sites as per the Facilities Manager requests.
- Provide general administration assistance for HR related issues for both Technical and Professional staff.
- Provide the required documents for the monthly PMS and maintain regularly in FSI.
- Arrange meetings, inductions, and associated tasks.
- Attend meetings and keep records of proceedings on behalf of the team.
- Assist the manager in making the reports or any clerical job particularly during the busy periods.
Occupational and workplace Health and Safety responsibilities:
In addition to all job specific responsibilities, all employees are required to adhere to all Khidmah health, safety and environmental (HSE) policies, procedures, practices, and relevant legal and statutory health, safety and environmental requirements and obligations. All employees are personally responsible to familiarize themselves with these policies, procedures, practices, updates, etc. Khidmah HSE department regularly updates existing and introduce new policies, procedures and practices and each employee is personally responsible to ensure they stay updated and compliant with all such updates and new additions.
Information Security responsibilities:
- Comply with Khidmah Information Security Policies
- Be aware of and fulfil their information security responsibilities
- Ensure whoever handles sensitive company information have taken the Security Awareness Training
- Know how to report a security incident (to IT ServiceDesk or InfoSec).
- Not Disable his/her OS firewall and/or Antivirus
- Restrict use to authorized purposes, Protect access accounts, privileges, and associated passwords.
- Accept accountability of his/her individual user accounts, and maintain confidentiality
Qualification:
- Diploma or Bachelor's degree in Business Administration or relevant specialization
- FM Related certifications e.g. Facility Management Professional is preferable.
Experience and Skills:
Competencies:
- Adaptability/Flexibility
- Communication
- Computer Skills
- Initiative
- Interpersonal Skills
- Problem Solving/Analysis
- Quality
- Results Focus
- Teamwork
Other Skills:
- SAP ERP or Oracle systems
- Maximo, FSI and Adobe Acrobat Applications.
- Advanced skill in MS Office Applications (Excel, Word, PowerPoint, Visio and Publisher).
- Able to priorities work and meet deadlines within costs constraints.
- Rapid and accurate analysis of issues. Pro-actively seek to resolve problems with good analytical skills and initiative.
- Able to priorities work and meet deadlines within costs constraints.
- Handles pressure well.
Experience:
- 3-5 years of experience working as an Administrative Officer
- Preference will be given to candidates with relevant FM Industry.
- Knowledge of Workplace Health and Safety (WH&S) practices and policies.
- Experience of safe working practices, risk assessments, method statements, permit-to-work systems, and water treatment management.
