Facilities Administration Assistant

The post holder will provide administrative support to the Facilities team, including maintaining records, tracking and following up on reported maintenance or operational issues, and coordinating logistical arrangements for university events to ensure their smooth execution.

Applicants are also requested to complete an application form which is available in the following link and select the appropriate post reference:

https://www.middlesex.mu/about-mdx-mauritius/work-with-us

JOB DESCRIPTION

Job Title:                    Facilities Administration Assistant

Campus base:           Mauritius

Reporting to:             Chief Operating Officer       

Overall Purpose:      

The post holder will provide administrative support to the Facilities team, including maintaining records, tracking and following up on reported maintenance or operational issues, and coordinating logistical arrangements for university events to ensure their smooth execution.

Principal Duties:

• Process and ensure timely delivery of access cards for new staff and students.
• Order and maintain adequate stock of identification and access control materials, stationery and kitchen/cleaning supplies to ensure availability at all times.
• Coordinate staff stationery requests and oversee the collection and proper distribution of supplies.
• Follow up on quotations, prepare purchase orders and process payment requests for all Facilities-related works, including repairs and maintenance.
• Ensure the smooth operation of campus equipment, including kitchen appliances and vending machines, coordinating maintenance and repairs with service providers as required.
• Support the Facilities team with the coordination and monitoring of the student shuttle service to ensure smooth operations.
• Assist with catering requests, including ordering food and refreshments, coordinating deliveries.

• Provide general administrative support to the Facilities team.

• Provide operational backup to the Reception as needed to ensure continuity of service during absences or busy periods.
• Other tasks that may be required by the Chief Operating Officer with particular reference to major events such as examination invigilation and graduation ceremonies, when all administrative staff are expected to participate.

Other Duties:

• As duties and responsibilities change, the job description will be reviewed and amended in consultation with the post-holder.
• The post-holder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager.

Flexibility

Please note that given the need for flexibility in order to meet the changing requirements, the duties/location of this post and the role of the post holder may be changed after consultation.

PERSON SPECIFICATION

Job Title:        Facilities Administration Assistant

Selection Criteria:

Education / Qualifications - Essential

• Educated to A Level and with relevant experience.

Skills / Knowledge - Essential:

• Ability to deal with visitors, students, and staff in a welcoming and professional manner
• Good communication skills, both verbal and written
• Excellent command of the English language, with the ability to communicate effectively in French
• Ability to organise and prioritise work to meet deadlines
• Ability to work proactively with minimal supervision
• Good level of computer literacy
• Effective team player with a collaborative approach
• Strong attention to detail

Middlesex University is working towards equality of opportunity.