Serve as the primary administrative point of contact for matters related to third-party staff (e.g., agency personnel, outsourced teams) and FM supplies.
Serve as a key point of contact for compliance-related matters involving third-party fleet suppliers. Communicate compliance requirements and expectations clearly and effectively.
Facilitate seamless communication between internal teams (e.g., Security & Investigation, Claims, Operations) and external supply agencies, ensuring timely and accurate information flow.
Collaborate and/or lead and conduct thorough investigations into reported or suspected instances of non-compliance, including deviations from contractual terms, quality issues, ethical breaches, or regulatory violations.
Gather, document, and analyze evidence related to compliance issues and investigations, ensuring accuracy, integrity, and adherence to legal and procedural guidelines.
Prepare comprehensive investigation reports outlining findings, root causes, and recommended corrective and preventative actions. Present findings to relevant stakeholders and follow up on the implementation of recommendations.
Maintain organized records of agency contacts, agreements, performance data, and communication logs.
Maintain accurate and up-to-date records of third-party staff, including attendance, deployment details, and contract information.
Coordinate with relevant departments and third-party agencies to track staff schedules, assignments, and performance metrics.
Assist in the verification of FTE and third-party staff timekeeping and billing, ensuring accuracy and compliance with agreements.
Address administrative inquiries and provide support to both internal teams and third-party personnel.
Assist in the management of other operational supplies as needed.
Coordinate with relevant departments regarding their supply needs.
Maintain organized records of supply orders, receipts, and inventory levels.
Identify opportunities for streamlining processes and improving efficiency in the interactions between internal teams and supply agencies. Contribute to the development and implementation of best practices.
Requirements
Requirements
Bachelor's degree in Business Administration, Office Management, or a related field.
Experience in an administrative role, preferably with some exposure to vendor management, HR support, or supply chain administration.
Excellent analytical and problem-solving abilities with a keen attention to detail.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment.
Strong ethical standards, integrity, and a commitment to maintaining confidentiality.
Ability to travel occasionally may be required.
Personal Attributes
Proactive and takes initiative.
Customer-focused with a commitment to providing excellent support.
Diplomatic and able to navigate complex situations.
Detail-oriented and ensures accuracy in all tasks.
Adaptable and flexible in a dynamic environment.
Ability to build and maintain positive working relationships.
