Administrative Assistant

Job Title

Job Description Summary

Job Description

• Provide day‑to‑day administrative support to the Facilities Manager / FM team, including correspondence, filing, data entry, and document control
• Compile basic reports on maintenance activities, vendor performance, costs, or KPIs for management review
• Monitor and replenish office, custodial, and facilities-related supplies Maintain simple inventories for consumables, tools, or spare parts (where assigned). Maintain accurate and organized files and records. Assist in creation of new vendor’s profile.
• Prepare purchase requisitions, purchase orders (POs), and service requests according to company procedures.
• Track invoices, delivery orders, and service completion documents; reconcile with finance records
• Prepare the monthly summary of Term Contractor Purchase Orders, obtain approval signature, and proceed with GRN processing in Workday.
• Perform GRN processing in Workday for Ad hoc and Non billable POs upon receipt of service reports/delivery orders and confirmation of work completion. Monitor all unbilled Purchase Orders, provide justifications, and upload supporting documents to SharePoint on a monthly basis.
• Update daily attendance records for the Core Team and submit the monthly attendance email to JTC on the first working day of each month.
• Identify Star Rate works monthly, perform GRN validation, and support Finance requests for audit purposes
• Confirmation of term contractor services and service fees Cancellation of Supplier invoice if services are not fulfilled.
• Support audit, ISO, or client compliance documentation by organising records and evidence
• Handle confidential information with discretion and ensure compliance with policies.
• Prepare internal notices, service disruption advisories, and FM‑related communications
• Cover admin duties for other sites when required
• Any other work assigned by superior