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About the Job: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 the Services Department.Provide full admin support to the team and department. Archive documents or files on behalf of the Team.Prepare the daily or weekly expense report and ensure that accurate and timely expense reports are approved by Supervisors before lodging with the Finance Department.Prepare and coordinate data and approvals starting from RFQ, Quotations, and Purchase requisitions for 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 invoices through the supplier and DC and the supplier payment process through the finance department.To seek approvals from the client for any additional works required in the sites as per the Facilities Manager’s 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 them 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 busy periods.Education & 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:3 – 5 years of experience working as an Administrative OfficerPreference will be given to candidates with relevant FM Industry.Knowledge of Workplace Health and Safety (WH&S) practices and policies.Experience with safe working practices, risk assessments, method statements, permit-to-work systems, and water treatment management.
