Job Purpose
To provide proactive administrative and helpdesk support to the Operations and Property Management teams, ensuring smooth day-to-day operations, effective communication, accurate documentation, and timely reporting in line with company policies.
Key Responsibilities
Help Desk & Operations Support
- Manage and respond to all incoming helpdesk calls and service requests in a timely manner.
- Support end users and service providers, coordinating actions and follow-ups.
- Escalate issues, complaints, and operational concerns to management when required.
- Provide prompt administrative support and respond to employee queries.
Administration & Office Management
- Provide administrative support to Operations Managers, Property Managers, and Assistant Property Managers.
- Maintain accurate records, databases, and filing systems (electronic and physical).
- Manage schedules and diaries to ensure efficient coordination of activities.
- Monitor office supplies, manage inventory, and coordinate replenishment.
- Coordinate office maintenance and resolve day-to-day office issues.
Documentation & Reporting
- Maintain, update, and control SOPs, operational manuals, and shared drive documentation.
- Ensure property manuals are updated and consistent across all sites.
- Prepare daily, weekly, monthly, and ad hoc operational reports as required.
- Maintain transmittal logs, attendance records, leave records, and operational files.
- Support document control activities as assigned.
Coordination
- Liaise with internal departments including HR, Finance, Procurement, IT, and service partners.
- Coordinate and support administrative staff such as drivers, cleaners, and office assistants.
- Perform additional duties as assigned by management.
Key Performance Indicators (KPIs)
- Timely submission of monthly inventory reports.
- Regular updates of SOPs and operational manuals.
- Accurate and timely operational and security reporting.
- Daily maintenance of incoming and outgoing document logs.
Qualifications & Experience
Education
- Diploma in any discipline (Administration preferred).
- Office Management certification is an advantage.
Experience
- Minimum 3 years experience in administration or helpdesk/office coordination.
Skills & Knowledge
- Strong knowledge of office administration and documentation control.
- Familiarity with ERP or back-office systems.
- Advanced MS Office skills.
- Excellent communication, organization, and attention to detail.
Job Challenges
- Managing urgent and short-notice requests.
- Flexibility in working hours and duties based on operational needs.
