Responsibilities
Responsible for ensuring the accuracy, completeness, and timeliness of all administrative tasks and documentation. Accountable for maintaining proper records management, filing systems, and database updates in accordance with company policies. Ensures efficient coordination of office operations, including scheduling, communication, and internal/external requests. Monitors and supports daily administrative processes to ensure smooth and uninterrupted office operations.
Facilities Operations
- Monitor facility-related concerns and ensure timely endorsement to the assigned Facility Engineer.
- Receive, document, track, and follow up on facility concerns, requests, and service tickets until resolution and closure.
- Coordinate with site personnel, occupants, and service providers regarding facility-related concerns and maintenance activities.
- Monitor service level agreements (SLAs) and response times to ensure timely resolution of facility issues.
- Prepare regular status reports on facility concerns, completed works, and outstanding issues.
Engineering and Asset Management
- Maintain and update records of facility assets, equipment inventories, warranties, manuals, and related documentation.
- Assist in maintaining the Computerized Maintenance Management System (CMMS) or asset management database.
- Monitor asset lifecycle information, including acquisition, maintenance history, and replacement schedules.
- Support periodic asset verification and inventory audits.
Maintenance Management
- Track preventive maintenance schedules and monitor contractor compliance with approved maintenance plans.
- Maintain accurate records of preventive, predictive, and corrective maintenance activities.
- Coordinate maintenance activities with site personnel to minimize operational disruptions.
- Monitor completion of maintenance work orders and ensure proper documentation of completed activities.
- Assist in identifying recurring maintenance issues and recommend corrective actions.
Contractors and Vendor Management
- Collect, review, and maintain service reports, maintenance records, and completion documents submitted by contractors and vendors.
- Monitor contractor attendance, work schedules, and compliance with contractual requirements.
- Coordinate contractor access, work permits, and site requirements as necessary.
- Assist in evaluating contractor performance and maintaining vendor records.
Compliance and Safety
- Maintain organized and up-to-date records of permits, licenses, maintenance reports, warranties, inspection reports, and other facility-related documents.
- Assist in preparing documentation and records required for internal audits, external audits, and regulatory compliance inspections.
- Monitor document validity and ensure timely renewal of permits, certifications, and service contracts.
- Support implementation of workplace safety, environmental, and facility compliance requirements.
- Ensure completeness, accuracy, and accessibility of facility records and documentation.
Issue Management and Escalation
- Track the status, progress, and resolution of open facility issues and service requests.
- Escalate unresolved, recurring, or critical concerns to the assigned Facility Engineer and relevant stakeholders.
- Follow up with contractors, vendors, and internal teams to ensure timely closure of issues.
- Maintain issue logs, action trackers, and resolution reports for management review.
- Provide timely updates to stakeholders regarding the status of reported concerns.
Administrative and Reporting Support
- Prepare facility-related reports, dashboards, and documentation for management review.
- Maintain filing systems for facility records, contracts, and operational documents.
- Support budget monitoring by tracking maintenance expenses, contractor billings, and service agreements.
- Assist in coordinating facility projects, office moves, renovations, and improvement initiatives as required.
