Assistant Officer - Administration

Responsibilities

• Provide administrative support to the Facilities Management and Operations teams.
• Coordinate with site teams regarding routine administrative and operational requirements.
• Maintain accurate records of facilities, sites, employees, contractors and service providers.
• Prepare and update daily, weekly and monthly operational reports and trackers.
• Assist in monitoring work orders, service requests and pending operational activities.
• Follow up with supervisors, technicians, service providers and contractors on outstanding requirements.
• Coordinate with internal departments to ensure timely completion of operational requests.
• Assist in preparing quotations, purchase requests, work orders and other operational documentation.
• Maintain electronic records of contracts, service reports, quotations, invoices and related documents.
• Support the preparation of client reports, presentations and operational updates.
• Assist in tracking preventive maintenance and routine service activities where required.
• Coordinate the collection of site information, attendance records, service reports and other operational data.
• Assist the Operations team with client and contractor correspondence.
• Monitor administrative trackers and highlight overdue or pending actions to the reporting manager.
• Support mobilization and demobilization activities for FM contracts and sites.
• Assist with employee onboarding, deployment and documentation in coordination with People & Culture and Operations.
• Support the preparation and maintenance of staff deployment, attendance and leave records.
• Ensure proper filing and confidentiality of company, client and employee information.
• Assist in maintaining compliance-related documentation required for FM operations.
• Coordinate meetings, site visits and virtual meetings as required.
• Provide administrative support for audits, inspections and management reviews.
• Perform other administrative and operational support duties assigned by management.