Provide general administrative support to Operations Department to ensure the smooth running of operations and compliance with regulatory requirements.
Responsibilities:
- Filing of documents, maintaining accurate records, drafting letters, taking minutes during meetings and ensuring the office filing system is organised and up to date.
- Managing incoming and outgoing phone calls, mails, couriers, dispatches, emails and general correspondence.
- Prepares and prints signages, notices, and circulars as needed.
- Screening phone calls, schedulingappointments and arranging meetings.
- Updates and maintains staff annual andmedical leave records.
- Maintaining a schedule for the renewal ofcontracts, certificates, licenses, and permits.
- Participates in fire drills and attends toqueries from tenants, visitors, vendors, deliveries, and contractors as well asmanning the office counter.
- Raising work requisitions and orders forinternal department works and services rendered to tenants.
- Controls inventory lists using SAPsoftware, raises purchase requisitions (PR) and manages invoicing via SAP.
- Manage office inventory and ensure ofadequate stock of office supplies.
- Oversee of car park management. Thisincludes of preparing and maintaining daily parking collection records,submitting daily reports to finance, managing the sale of season parking andcoordinating with the car park system vendor regarding collection variances aswell as prepares monthly car park reports.
- Updating ISO 14001 and ISO 45001documentation for audit purposes.
Requirements:
- Minimum GCE O level with 3 years of relevant experience, preferably in facility management
- Proficient in MS Office Tools
- Good interpersonal and communications skills and ability to work under pressure
- Working knowledge of SAP software
- Team player who is able to work independently
