Senior Associate-Maintenance.CA-Administration Unit

Job description

Key Result Area Act as first Point of Contact (POC) for Assets & Property related issues as well as: Log maintenance calls into Oracle I-procurement. Assign/Reassign I-procurement requests to designated Units. Escalate issues as required. Support the Asset and Property Manager in implementation of global asset management and administrative processes across the international property portfolio. Support the Asset and Property Manager in implementation and contract management of the Total Facilities Management contracts across the international portfolio.

Mobilisation supervision and coordination of issues related to TFM operation including KPI reporting and SLA terms

• Provide guidance to the international organisation for process review related to admin helpdesk, asset transfer, asset write off/disposal and site visits
• Verify and prepare cost centers/chargeability for the chargeback of Assets & Facilities services
• Process invoices and keep a record of expenditure as well as reconciliations.

Prepare Unit reports. Undertake administration activities such as conference room bookings, arrange stationery items and maintain up-to-date office records and files (electronically and hard copy as required). Prepare IOM (Inter Office Memo) for Asset disposal /write off Liaise and coordinate within and across Units, Departments and other Divisions to ensure work outcomes are achieved and monitor/improve turnaround times to maintain/improve customer service.

Oversee the administrative compliance requirements for local authorities and departments related to building safety and operation in the UAE portfolio Coordinate meetings including arrange meeting requests, coordinate/circulate meeting related documentation, record and circulate minutes of meetings etc. Improve and strengthen the service culture to achieve customer satisfaction eg: simplify, standardize and improve office administration processes.

Operating Environment, Framework and Boundaries, Working Relationships To provide positive atmosphere in the office for compatibly good flow of information among staff, provide accurate communication to enable each employee to conduct business properly. As a resource provider, always keep good relation with customers internal and external. Problem Solving Internal - external customers complain on quality services, turnaround time to ensure solution for the complaints, proactive for problems required urgent attention.

Decision Making Authority & Responsibility Adhere to Standard Operation procedure for Admin Help Desk. Knowledge, Skills and experience At least 5 years administration experience, working in Facilities Management administration with a mixed domestic and international building portfolio. Practical knowledge of Enterprise Asset Management in a mixed domestic and international building portfolio. Excellent command in spoken and written English, and ability to communicate effectively with people at different levels internally and externally.

Proficient in the use of PC based systems including MS Office, and Intermediate-Advance levels of proficiency in Word, Excel and PowerPoint. Proficient in the use of office equipment such as telephone networks, printers, scanners, photocopiers and fax machines. Proven problem solving skills. Ability to work under limited supervision as well as part of a team.