Admin Assistant (Operations)

Position Requirement
-Diploma in Administration, Facilities Management, or related field.
-1–3 years of experience in an administrative, reporting or coordination roles.
-Strong communication, reporting and coordination skills.
-Computer literate
-Familiarity with CMMS software (preferred).

Job Description
-Provide comprehensive administrative support to the Facilities Management team, including maintaining organized records, preparing documentation, scheduling meetings, taking minutes and tracking action items.
-Coordinate daily maintenance activities by logging and monitoring requests, complaints and job closures through CMMS or manual systems, and ensuring preventive maintenance schedules are executed on time.
-Serve as a key liaison between the FM team, vendors, contractors and internal departments, ensuring smooth communication and timely follow-ups on tasks, service reports and invoice submissions.
-Handle procurement support by raising purchase requisitions, tracking approvals and maintaining complete records of quotations, purchase orders, delivery notes, invoices and vendor compliance documents.
-Prepare and submit accurate daily, weekly and monthly FM reports covering maintenance activities, helpdesk performance, energy usage, vendor performance and other KPIs, while maintaining updated asset, equipment and inventory data.
-Support audits and inspections by organizing required data, assisting in documentation review and ensuring accuracy and completeness of records.
-Assist with health, safety and compliance requirements by maintaining incident reports, fire drill records, certificates and statutory documentation, ensuring all safety information is current and properly displayed.