Administrative Officer

Job Description

• Answer and respond to phone calls, assisting tenants and customers with their enquiries.
• Assist in the conduct of fire safety meeting and fire drills.
• Assist management to arrange meetings with agenda preparation.
• Assist with any other administrative duties assigned by the Management.
• Check and hasten service provider’s prompt submission of monthly service order and work order.
• Coordinate as contact point for internal department, external tenants and various business partners.
• Handle incoming and outgoing correspondences/E-mails and files for Operations department administrative processes and maintain good filing system.
• Keep a proper record and handling of office stationeries/inventories.
• Monitor term contracts and licenses, process payment and update all expenses committed in budget controlled forms.
• Prepare and send out purchase orders, work requisitions and etc.
• Process documents for payment of invoices by matching with delivery/work orders/service reports and submit for payment authorisation.
• Provide administrative support to the Operations department.
• Provide monthly report for tracking of contract/agreement:

- 4 to 6 months advance alert and tracking of contract renewal for all Managers and Executives.

- Collate all general work orders/service orders.

- Consolidate figures and prepare monthly reports and charge forms.

- Monthly and Annual Budget tracking for operations department.

- Preparation for issuance of security passes and carpark coupons.

- Tower 1, Tower 2 and Shopping Mall tenants condenser water usage and Aircon extension.

• Tracking of utilities and services:

- Usage of domestic water

- Usage of electricity

- Usage of New water

Requirements

• Diploma in Administrative support/ Facilities Management, with minimum 3 years of experience in providing administrative support in relation to Facilities Management.
• Knowledge of maintenance software and carpark system will be an added advantage.
• Good telephone etiquette skills and able to communicate effectively with people of various levels.
• Team player, good organising skills, able to multi-task and work in a fast-paced environment.
• Must be IT savvy and proficient in Microsoft Office.