Job Description

Roles & Responsibilities

The job holder will be responsible for ensuring smooth operation of the organization by providing administrative support to the Facilities Department and the outlets, including General Maintenance services, Soft services like cleaning, security , pest control AND MEP services like Electrical & AC maintenance, CCTV, PABX, PAS, Fire fighting and fire alarm services,

Desired Candidate Profile

Operational Standard and Management

· Maintain the administrative services policies and procedures and quality standards

· Review the budget at regular intervals and appraise the Facilities Manager on quality and quantum of utilization

· Gather, adapt, store and distribute information within the company so has to enable employees to perform their scheduled responsibility better.

· Complaint call management which includes receiving calls from outlets, consolidating all jobs and assigning to technicians and close the same once done . Maintain the records of all these complaints and track on daily basis

· Prepare Purchase Justifications, LPO’s, and other approval note, process Invoices , Get it signed by the concern authorized personal and forwards the information’s and coordinate with purchase team for releasing payments

· Develop a good working relationship with all employees of the organization and provide assistance on admin related issues

· Maintain good relationship with all third-parties. Constantly oversee their performance and ensures that they honour their obligations. Mediate between the company signatory to the contract and the external vendor in case service level agreements are not met.

· Prepare and maintain trackers for Facilities related certificate renewals, contracts and initiate the process before the due date for renewing on time

· Documenting all the LPO’s, Invoices, certificates and other documents and store in the file record room

Service Quality Management

· Work towards being a high quality internal service provider and to ensure that all administrative support requirements are being met.

· Document and communicate service standards & delivery mechanisms to all internal customers through email, posters, handbooks etc.

· Refine processes periodically to increase the efficiency levels and improve service levels.

DISPLAY

QUALIFICATION

Basic Qualification / Education / Vocational Training

Graduate

Technical diploma /knowledge in engineering services is added advantage

Advanced

Qualification / Certification / Specialist Training

Computer Skills with excellent hands on experience in MS EXCEL, WORD & PPT

EXPERIENCE

Minimum Experience

3 yrs

Specific / Relevant Experience

2 – 3 years of experience in leading Facilities Management Companies

Basic knowledge /work experience in Oracle, INFOR, SAP

COMPETECIES

Functional Skills and Capabilities

· Result Orientation

· Teamwork & Collaboration

· Communication skills

· Analytical skills

· Planning and Organising skills

· Customer Service Orientation

· Knowledge of Facility Management Process

Facilities Assistant Landmark Leisure