POSITION SUMMARY:

• Reporting to the Office & Facilities Manager, the Facilities and Admin Coordinator delivers consistent quality administrative and business support services while working with flexible timelines and high demands of all operational areas of the Office & Facilities Team.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assists in the preparation of reports, correspondence, memorandum, minutes of the meetings and

• other documents pertaining to Office & Facilities.

• Researches, collects, analyzes data and prepares/ensures timely release of accurate and

• complete reports for the team.

• Coordinates and works with service providers in cascading any Admin-related information to

• stakeholders and other departments.

• Maintains and designs filing systems for Office & Facilities and ensures monitoring file is updated.

• Organizes and files important company forms and documents.

• Monitors inbound and outbound documents (Invoices & Official Receipts.)

• Supports building requirements and compliance.

• Manages the request of gate passes and work permits to the Building Admin.

• Spot checks areas of responsibility to ensure that suppliers, service providers, and visitors are

• following building procedures, ensuring that gate pass requirements are met.

• Manages deliveries of supplies and purchases.

• Manages inventory of Janitorial Supplies, Office Supplies, and coffee supplies of the sites and

• ensures supplies are adequate and sufficient.

• Tracks OPEX and PO database for Office, Facilities & Procurement.

• Maintains team calendar, schedules meetings and appointments.

• Supports the team on various Office & Facilities events and initiatives.

• Performs general office duties including the coordination, checking and receipt of deliveries, in

• adherence to office security protocols, enforcing visitors’ control

• Acts as overall Admin Support responsible for, but not limited to:

➢ Company ID and Access Badge requests, printing, and distribution

➢ Foot Traffic Monitoring

➢ HR & Facilities Team Time Sheet tracking

➢ Scanning documents

➢ Transport Management

• Ability to handle a large volume of work possibly under time constraints. Good knowledge of

• administrative rules and regulations.

• Performs a variety of general office administration support tasks as needed, which may include but

• are not limited to scanning invoices, delivery receipts, and official receipts.

• Performs other admin/clerical- related tasks, as required by the management.

QUALIFICATIONS:

• Three to four years’ experience in Administrative Support and Project Management or similar role

• that assists/helps in daily office functions.

• Bachelor’s degree or any Business-related courses

• Computer proficiency

➢ Adept in MS Office Applications (MS Word, MS PowerPoint, Intermediate MS Excel skills)

• Excellent written and verbal communication skills

• Has good organizational, time management, customer service, problem-solving, and analytical

• skills and can operate with minimum supervision.

• Efficient, natural problem solver, multi-tasker, high level of focus on details, has the ability to plan

• and coordinate tasks to completion.

• Strong knowledge on office processes and procedures

• High sense of business ethics and professionalism

• Possesses strong interpersonal skills and high emotional intelligence.

• Discreet and respectful of confidentiality

• Highly organized and resourceful

• Has the ability to work on tight deadlines while producing high-quality work.

Please refer to job description.