Administrator

Job Description

Administrator – Emirati Future Leaders
 

Job Purpose

• To provide effective and efficient administrative, Secretarial and personal Assistance to the Services Division

Roles , Responsibilities, Duties

• Provide general administration and personal assistance required by Services Department
• Provide a full admin support to the team and department.
• Archive documents or files on behalf of the Team.
• Prepare the daily or weekly expenses report and ensure that accurate and timely expense reports are approved by Supervisors before lodging with Finance Department.
• Prepare and coordinate data and approvals starting from RFQ, Quotations, and Purchase requisitions for the online purchasing.
• Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents
• To develop and draft various reports (Weekly Reports, Monthly Reports) as required by the Facilities Manager and client.
• To chase suppliers for materials delivery and ensure it reaches the sites.
• To chase submitting of invoices through the supplier and DC and the supplier payment process through finance department.
• To seek approvals from the client for any additional works required in the sites as per the Facilities Manager requests.
• Provide general administration assistance for HR related issues for both Technical and Professional staff.
• Provide the required documents for the monthly PMS and maintain regularly in FSI.
• Arrange meetings, inductions, and associated tasks.
• Attend meetings and keep records of proceedings on behalf of the team.
• Assist the manager in making the reports or any clerical job particularly during the busy periods.

Qualification:

• Diploma or Bachelor’s degree in Business Administration or relevant specialization

FM Related certifications e.g. Facility Management Professional is preferable

Experience and Skills:

• 1-3 years of experience working as an Administrative Officer
• Preference will be given to candidates with relevant FM Industry.
• Knowledge of Workplace Health and Safety (WH&S) practices and policies.
• Experience of safe working practices, risk assessments, method statements, permit-to-work systems, and water treatment management.