Administrator, Facilities & Sustainability (Asia Pacific)

• The Administrator, Facilities & Sustainability has the primary responsibility to ensure that department administrative duties are in good order and support in the general maintenance and repairs within the NTT DATA office environment and related buildings, including works carried out within the service level agreement.

• It also includes the responsibility of supporting the Receptionist role to deliver friendly, efficient customer service and to create a warm and welcoming atmosphere for NTT DATA guests and stakeholders. This position aims to retain and attract new clients by providing efficient and effective front-office services & support.

Job description summary:

• Assists with maintaining daily operations of the physical facility.

• Supports maintenance mechanics and facilities staff and/or work with vendors and contractors to carry out maintenance duties such as furniture moves, simple electrical projects, spot painting and/or cleaning, light construction and/or exterior cleanup.

• Support work projects with external contractors on building and equipment repairs. May perform other activities such as audio-visual (AV) set up for meetings or conferences, inter-office mail deliveries, waste paper recycling, and stocking of employee break areas.

• Support to maintain documentation such as power diagrams, network diagram, space usage, etc.

• Assist in executing and hosting corporate visitors/dignitaries and company related events and activities.

• Receives and directs visitors, employment applicants, salespersons and customers to appropriate locations and parties.

• Typically operates a single or multiple position telephone system.

• Maintains a visitors log and issues badges when necessary. Front office/Receptionist support. Perform related administration & clerical work such as payment processing. May use company intranet, paging or other computer-based systems. Additional duties include filing, sorting, mail distribution and completing special clerical and administrative projects. Support department in Sustainability events and activities.

Key roles and responsibilities:

• Supports and ensure that all maintenance and repairs requests received within the NTT DATA office environment and related buildings are carried out in line with the service level agreement

• Participate in Sustainability & Facilities related work including Business Continuity and Community projects and activities

• Supports and coordinates the distribution of and response to all service requests related to the facilities

• Participates in daily building inspections and ensures that all work undertaken conforms to the Health and Safety Act

• Conduct daily walkabouts, checking the cleanliness of all areas, especially bathrooms, break rooms, and pantries

• Document and report on in-progress, new, and/or completed maintenance, and repair requests to management

• Co-ordinate routine maintenance and repairs schedules

• Assist with ensuring that the tasks are completed according to the schedule and update and maintain the maintenance database

• Ensure that buildings, offices, and equipment are maintained to the required standards and that service levels are met

• Provide support to ensure that all office facilities, tools, equipment, and stock (office consumable) levels are maintained and securely stored

• Liaise with all internal and external stakeholders including building services management, security, access control and cleaning staff

• Escalate non-performance of internal and external stakeholders to the management

• Approve all contractor documentation and maintain records such as permits, leases, and correspondence on behalf of NTT DATA

• Manages all administrative documentation including invoicing processes

• Supports the front office and responsibility for the reception area, ensuring the tidiness and presentable

• Receive and welcome guests and advise the relevant internal stakeholders of the guest/visitor's arrival timeously when required

• Answer, screen, and redirect incoming calls, assist guests with bookings of transport etc. and support office BU administrators with mailing services if required

• Route emergency calls, forwarding them to the appropriate internal stakeholders, ensuring that the call reaches the appropriate person

• Perform administrative duties such as typing, capturing, and updating information on the relevant systems

• Sort mail and packages when required.

• Manage all logistics relating to public meeting rooms

• Ensuring that detailed messages are passed on to relevant persons immediately

• Screening walk-ins

• Establishing and maintaining an electronic/manual diary for scheduled appointments

• Handling basic queries related to the company's products, services, and/or people

Knowledge, skills, and attributes

• Highly motivated and h the ability to work independently

• Excellent administrative skills including the filing of documentation, processing invoices for payments including excellent knowledge of MS Word, Excel and PowerPoint

• Detail-orientated with Excellent organizational skills Ability to prioritize tasks and multi-task

• Solid verbal and written communication skills

• Ability to work independently and deliver quality work

• Knowledgeable of safety practices

• Excellent time management and project management skills

• Proactive and pays attention to detail

• Demonstrate a positive attitude towards work and can manage assigned job processes

• Ability to work well under pressure

• Able to deal with people of all levels sensitively, tactfully, diplomatically, and professionally at all times with good interpersonal skills

• Ability to coordinate the work of others

• Proactive individual with a positive attitude towards work and an excellent team player

• Ability to exercise sound judgment and display the ability to deal effectively with conflict

• Professional attitude and appearance

Academic Qualifications and Certifications:

• High school certificate.

• Relevant vocational training.