Senior Associate-Maintenance.CA-Administration Unit

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.

• 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.