The Administrative Assistant will provide comprehensive administrative support to the office of the Facilities Management Director and the Facilities Management department. The ideal candidate will be highly organized, proactive, and capable of handling multiple tasks simultaneously in a fast-paced environment.

Administrative Support:

Manage the Facilities Management Director’s calendar, including scheduling meetings, appointments, and travel arrangements.

Prepare and edit correspondence, communications, presentations, and other documents.

Handle incoming and outgoing communications, including emails, phone calls, and mail.

Maintain and organize files, records, and documentation.

Project Coordination:

Assist with the coordination of FM projects, including communications with project managers, coordination of the deployment of new arrivals to site, and gathering concerns or problems from sites.

Follow up on all tasks advised by the Facilities Management Director, HR, and fleet department.

Prepare and distribute project reports, meeting minutes, and other relevant documentation.

Communicate with project managers, contractors, and other stakeholders to ensure project requirements are met.

Office Management:

Order and maintain office supplies and equipment.

Ensure the office environment is clean, organized, and conducive to productivity.

Coordinate office maintenance and repair services.

Human Resources Support:

Assist with onboarding new employees, including preparing orientation materials and coordinating training sessions.

Maintain employee records and assist with HR-related inquiries and documentation.

Act as the focal point to follow up on employees' leave applications, rejoining forms, validate leave forms against staff eligibilities, and follow up with HR on flight ticket issuance to employees.

Coordinate all staff files, evaluation appraisals etc.
Event Planning:

Organize and coordinate meetings, conferences, and other events related to the department.

Prepare meeting agendas, reserve meeting rooms, and arrange catering services as needed.

Ensure all logistical aspects of events are handled efficiently.
Database Management and Access Management:

Maintain the department's administrative database where needed.

Develop templates and forms for internal departmental use.

Process requests for gate passes and IDs to access client premises.

Coordinate with other departments as needed. Qualifications & Soft Competencies:

Bachelor’s degree in business administration, Office Management, or related field preferred.

Minimum of 5 years of administrative experience, preferably in the construction industry.

Excellent organizational and time management skills.

Strong written and verbal communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to handle confidential information with discretion.

Strong attention to detail

Ability to work independently and as part of a team.

Proactive and self-motivated.

Adaptable and able to manage changing priorities.

Professional demeanor and positive attitude.

Please send your resume/CV