Job Description

Administration - Facilities Management

Job Title:

Administration Officer / Administrator

Department:

Facilities Management

Reports To:

Operations Manager / Facilities Manager

Job Summary

The Administration Officer supports the daily operations of the Facilities Management team by providing administrative, coordination, and documentation support. This role ensures smooth communication between internal teams, clients, and service providers, and helps maintain accurate records, compliance documentation, and operational efficiency across all FM activities.

Key Responsibilities / Administrative Support

Manage daily office operations, including answering calls, routing emails, and handling general inquiries. Prepare reports, meeting minutes, presentations, and correspondence for the FM team. Maintain organized filing systems for contracts, service reports, permits, and compliance documents (physical and digital). Support procurement activities, including issuing purchase orders, tracking delivery, and maintaining supplier records. Schedule meetings, coordinate calendars, and arrange appointments for FM management.

Facilities Operations Support

Assist in logging, tracking, and closing work orders and service requests. Coordinate with technicians, contractors, and vendors for site access, service visits, and follow-up tasks. Update and maintain asset registers, maintenance schedules, and FM databases Monitor inventory of tools, materials, and office supplies; initiate replenishment when needed.

Compliance & Documentation

Ensure all documentation--permits, licenses, safety records, maintenance logs--is up to date and properly filed. Assist in preparing compliance reports, audits, and client documentation. Maintain accurate records for health & safety, risk assessments, and quality control activities.

Customer & Stakeholder Coordination

Act as a point of contact for client queries and escalate issues to the Facilities Manager when necessary. Support client onboarding processes, site orientations, and communication updates. Provide timely responses to internal and external stakeholders regarding service status, schedules, and documentation.

Financial & Reporting Support

Assist with budget tracking, invoice processing, and expense reporting. Reconcile invoices with service delivery records and highlight discrepancies. Generate regular operational reports (KPIs, maintenance status, vendor performance, etc.).

Qualifications & Skills Education & Experience

1-3 years of administrative experience, ideally within a facilities management, construction, or technical services environment.

Key Skills

Strong organisational and multitasking abilities. Excellent written and verbal communication skills. Proficient in MS Office Suite (Word, Excel, PowerPoint). Strong attention to detail and accuracy. Ability to work independently and support a technical operations team.

Working Conditions

Office-based with occasional site visits as needed. Fast-paced environment with frequent coordination across teams and external contractors.
Job Type: Full-time

Pay: 150.00-170.00 per day

Work Location: In person