Senior Admin/ Senior Facilities Coordinator

This position will be responsible for the daily operation of the management office based on the client site. Key to this role will be to provide a first class service to tenants, clients, vendors, internal staff and visitors. The Facilities Coordinator will be the first point of contact for client queries, maintain files and financial records and prepare management information relating to the contract.

Essential Duties & Responsibilities include the following:
• Responsible for the general day to day running and facilities duties in entire office, to be the point of contact for Facilities management services queries and issues.
• Manage all vendors who are providing the services at sites (indoor plants, cleaning, pantry supplies, office supplies, equipment and system maintenance, etc…) and delegate accordingly ensuring that the service level agreement is met.
• Maintain vendor relationships and train vendors on work order and billing procedures. Process invoices and ensure the proper cost center coding.
• Basic accounting and bookkeeping for facility/admin invoices; code and allocate to responsible Cost Centers, check invoices and ensure all supporting document is provided before proceeding payment request.
• Tender/negotiate contracts with Service Suppliers.
• Assists in the preparation of operating and capital budgets.
• Interface with the landlord for provision of site services in lease.
• Assists in scheduling meetings and conferences, arrange catering if required.
• Waste Management, to include general building refuse, skips and recycling.
• Management of all access control systems that will include visitor passes, employee passes, card reader access and all related contracts etc.
• Control facilities issues and follow-up to have issues solved within timeline.
• Identify quality improvements in processes and procedures and implement were necessary.
• Other support required from time to time.

Essential Skills
• Considerable experience within a business environment.
• Excellent customer service skills are required as first point of contact for clients.
• Excellent accuracy and attention to detail
• Numerical skills
• Advance English: Good oral and written communication skills- including the Ability to write routine reports and correspondence respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
• Team player
• Strong organisational skills
• PC literacy is essential; in presentation, word processing and spreadsheet programs
• A basic knowledge and understanding of facilities management and finance is required
• Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages

Experience /Qualifications
• 5 years’ experience in office administration/Procurement/Customer Service environment provided at the highest standard.
• Bachelor degree is required. Minimum of two years of related experience in multi-national company.
• Fluent English.
• Basic accounting.
• Computer literate, preferably some data entry experience.

- Healthcare Insurance
- Career path

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