We are seeking a meticulous and dependable Assistant Manager to provide comprehensive administrative and operational support to the Infrastructure Division. The role involves coordinating office operations, supporting facilities and space-related projects, managing documentation, and assisting with procurement and financial processes to ensure smooth execution of infrastructure and estate management activities.
Key Responsibilities
1. Administrative and Operational Support
- Provide day-to-day administrative support to the Infrastructure team, including scheduling meetings, maintaining records, and coordinating between business units.
- Manage correspondence, documentation, and filing systems.
- Support the coordination of departmental activities, including staff movements and general office operations.
- Assist in preparing presentation materials, meeting notes, and documentation of new/existing operating procedures for audits or governance reviews.
2. Procurement and Financial Administration
- Assist in preparing purchase requests, processing invoices, and tracking budget utilization for infrastructure-related expenditures.
- Liaise with vendors, contractors, and internal procurement/finance teams to ensure timely delivery of goods and services.
- Maintain records of contracts, quotations, and payments in accordance with procurement guidelines.
3. Infrastructure and RUFM Coordination
- Maintain tracking sheets for monthly utilities usage and bill processing, liaise with service provider/landlords on discrepancies.
- Address queries from internal stakeholders regarding utilities consumption and billing matters.
- Compile data, maintain tracking sheets, and prepare periodic reports to support internal leasing/licensing matters.
4. General Support
- Provide administrative assistance to department heads and project managers as required.
- Support coordination of internal communications, events, and team activities.
Requirements
- Diploma in Business Administration, Facilities Management, or related discipline.
- At least 2 years of relevant administrative experience, preferably in an infrastructure, facilities, or operations environment.
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) familiarity with procurement or facilities management systems is an advantage.
- Strong organizational, coordination, and multitasking skills.
- Good interpersonal and communication skills.
- Meticulous, resourceful, and able to work independently with minimal supervision.
- Proactive and service-oriented with a strong sense of responsibility.
- Detail-oriented and systematic in managing records and workflows.
- Collaborative team player with a positive attitude and commitment to operational excellence.
