Job Description

1. Administrative & Documentation Support

Provide comprehensive administrative support to the FM team. Manage correspondence, documentation, filing systems, and facility-related records. Maintain up-to-date records of FM contracts, maintenance schedules, permits, and compliance documents. Update s and Organization Charts as required. Assist in the creation of Purchase Requests (PRs) and track invoice submission and purchase order status.

2. Reporting & Data Management

Collaborate and review department KPIs, preparing quarterly reports for the Section Head. Prepare daily, weekly, monthly, and quarterly reports on FM operations, activities, and performance. Analyze operational data to identify trends and recommend improvements. Prepare work progress presentations summarizing related FM activities. Support the team in audit preparation and compliance documentation.

3. Task & Work Order Coordination

Coordinate with contractors, service providers, and vendors to ensure timely completion of preventive and corrective maintenance activities. Track and monitor the progress of all active FM activities on a daily basis. Follow up with service providers/vendors for collection of monthly reports and validation of supporting documents. Record minutes of meetings, track progress, and schedule meetings in line with contractual and ad-hoc requirements.

4. Procurement & Inventory Control

Assist with procurement by preparing PRs and liaising with vendors. Ensure accurate and updated inventory records for materials and consumables. Support the Quality & Support section with the implementation of new systems and procedures.

5. Compliance & Regulatory Support

Track regulatory compliance records and notify the team prior to expiry of certifications. Ensure all FM activities comply with internal policies and external regulatory requirements. Support in drafting SLAs, KPIs, and maintaining compliance documents.

6. Stakeholder Communication & Coordination

Communicate effectively with internal departments, business units, vendors, and contractors. Serve as a liaison between FM, contractors, and other departments. Respond promptly to inquiries and requests related to FM operations. Collaborate with cross-functional teams to support overall business objectives.

7. Continuous Improvement & Industry Best Practices

Keep updated with industry trends in Facilities Management. Recommend and implement best practices to improve efficiency and service quality. Contribute to cost optimization and process improvement initiatives. #LI-JS4