Job Description

1. Facilities Operations & Coordination

Oversee daily operations to ensure the safe and efficient functioning of the facility, including HVAC, electrical, and plumbing systems. Coordinate office moves, workspace adjustments, and related logistics. Enforce facility policies, perform routine inspections, and ensure compliance with internal procedures and external regulations. Coordinate reporting from field personnel and support supervisors with assignments and expectations.

2. Documentation & Records Management

Maintain organized, updated, and secure documents for the business in accordance with regulations. Use document management software to upload, scan, retrieve, and archive records. Collect, register, and control technical documents such as drawings and blueprints. Review and update maintenance and quality control documents. Inform relevant personnel of new versions and access protocols. Create templates and manage records across functions while maintaining confidentiality.

3. Project Support & Reporting

Prepare, manage, and file project documentation accurately. Review technical documents for completeness and clarity. Collect and administer monthly reports from all contractors, including PPM (Planned Preventive Maintenance) and corrective action reports. Maintain CAFM software with up-to-date records and statutory documentation.

4. Administrative & HR Support

Prepare purchase requests, issue GRNs (Goods Received Notes), and support client invoicing processes. Prepare monthly attendance records for all staff. Assist with FM staff onboarding formalities such as visas, medicals, EIDs, IT assets (laptops, mobile SIM), PPE allocation, and inductions. Coordinate with HR on staff-related queries and processes.

5. Work Order & Service Delivery

Manage work orders and optimize scheduling to support maintenance teams and ensure timely service delivery. Arrange gate passes for visitors, contractors, and clients as required.

6. Financial Tracking & Administrative Support

Monitor and track monthly facility expenses and prepare summary reports. * Provide general administrative support including preparation of reports, presentations, correspondence, and other documentation for the Facilities Management team.