Administrator

Job Title:

Administrator

Department:

Management

To provide a full administrative and secretarial service to the Contract Manager.

Key Responsibilities:

• Work with the Contract and Facilities Managers to implement monthly plans to deliver monthly contractually agreed KPIs.
• •     Attending periodic operations meetings with the client, taking minutes & distributing it to all stakeholders for further action.
• •     Generating quotes through Horizon and submitting them to the client. These quotes are related to spare parts replacement (cost exceeding FLT limits) or variation order work (extra work). Also, updating the status of related job cards in the FSI.
• •     Tracking submission & approvals of all quotes based on which work is carried out at the site. Once completed, liaise with the stores & supervisors for the Delivery Notes (DN) & Service Completion Report (SCR).
• •     Arranging PPM schedule for the subcontractor
• •     Monitoring and updating Statutory Tracker for SSP
• •     Coordinating with the tenants for access inside the apartment for the PPM schedule
• •     Maintaining sub-contractor's service report and third-party certificate
• •     Liaising with the Contracts Manager and ENGIE accounts team for raising invoices related to fixed fees & approved quotes.
• •     Submitting invoices to client’s accounts departments, track processing / approval of invoices & release of payments.
• Preparation of AutoCAD drawings by using the software and assist FM Engineer to implement.
• •     Liaising with all stakeholders (specialist systems contractors & supervisors) for inputs on monthly reports, compiling the report and submitting to FM for review and final submission to client.
• •     Organizing and maintaining database containing project related documents (As Built Drawings, O & M Manuals, T & C Certificates & Warranty Certificates) and other contract related files and documents (agreed scope of work, Monthly Reports, Facilities Management Manuals, Business Continuity Plan, etc.)
• •     Monitor the performance of Asst. Admins who are responsible for operating the CAFM used to track all planned and breakdown (reactive & corrective tasks) work. 95 % scheduled PPM completion & 85 % SLA fix pass percentage are related KPIs.
• •     Handle acquisition, distribution, and store of office supplies.
• •     Responsible for the management of petty cash.
• •     Assist the Contract Manager and HSE team during audits (Internal and External).
• •     Assist the Contract Manager in monitoring and reviewing the P & L each month.
• •     Tracking all RFQs received from clients.
• •     Getting periodic updates from stores in terms of inventories and coordinating with procurement for sourcing deficit as per minimum stock levels to act as first point of contact for enquiries and communications with the Client and Cofely Staff.
• Producing correspondence, reports and other documentation (including word processing, desktop publishing, power point and spreadsheets) to meet the Management's requirements.
• To receive telephone calls and enquiries on behalf of the Contract Manager and Facilities Managers and to respond, filter and redirect them as appropriate.
• To communicate, on behalf of the Management, with respect to enquiries and invoicing/payments receivable, providing administrative support and keeping appropriate records.
• Finance and Procurement
• Responsible for the management of Petty Cash
• Responsible for occasionally receiving cash and informing the Finance team.
• Responsible for the stock of stationery and procurement for the offices

QHSE

• Take reasonable care of your own health and safety and not to put other persons - fellow employees and members of the public – at risk by what you do or don’t do in the course of your work;
• Cooperate with any company efforts to improve health and safety at work;
• Comply with any reasonable instruction given to you in the interest of health and safety.
• Not to interfere with or misuse with anything that’s provided for your health, safety, or welfare.
• Report any injuries, accidents, or illnesses you may suffer as a result of your work, or any accidents, injuries, or illnesses you become aware of that involves a fellow employee or member of the public at your workplace.

Skills Required:

• Excellent verbal and written communication in English essential
• Interpersonal skills;
• Organization and systematic thinking
• Research skills and the ability to draw information from various sources.
• Flexibility.
• AutoCAD draw is must
• CAD drawing review and modify as per client request

Qualifications:

• Graduate Level

Other Requirements:

• 2 Years’ experience as an Administrator  preferable (operating system) 5.0 experience
• Technical background , preferable
• Exposure to a multicultural environment
• Minimum 3 years experience in Facilities Management industry