Facilities Administrative Assistant (1744-FAA)

Our Client is seeking to recruit a Facilities Administrative Assistant for its operations.

Responsibilities:

Complaint Handling

• Logs complaints received on Management System and relevant schedules
• Transmits complaint to relevant department
• Receives feedback from technical team and transmits status to owner / complaint emitter

Liaison with suppliers

• Liaises with and chases suppliers for required quotes and estimates
• Collates technical information from suppliers with quotes and estimates for transmission to Technical HODs
• Prepare P.O from approved quotes, seek approval and send to supplier and tracks delivery
• Collates approved quotes, delivery Notes, Approved PO’s and Invoices for transmission to GM for approval of payment
• Tracks Suppliers’ payments

Liaison Service Providers

• Coordinates meetings and appointments with service providers when necessary
• Acts a secretary in service providers and suppliers meetings
• Prepares service contracts for approval by GM
• Maintains contracts and contracts registers up to date
• Tracks payments for signed contracts.
• Maintains archives up to date

Schedules

• Tracks and collates completed intervention sheets and maintains summary schedules for approval and invoicing
• Compiles and input data on utilities schedules and management system
• Tracks and compiles completed checklist for archiving

General

• Acts as backup for other administrative assistants when required
• Any other cognate duties