Facilities Administrator

Overview & ResponsibilitiesPURPOSE OF THE JOBTo manage & administer all business processes related to General Office Administration including, but notlimited to Travel & Visa ArrangementsOffice Utilities, Facility & CouriersObtain quotations and place Purchase Orders from suppliers for office services / productsDepartmental Supplies & Office Housekeeping / Maintenance / Repair, etc.Manage Transportation, Security & Catering for the Service ShopTo enhance the Organisation’s culture and image amongst internal employees and external visitorsTo make use of the best practices available to reduce cost, be efficient and be most productive.Ultimate goal is to enable the management and staff to operate effectively and efficiently.BACKGROUND and EXPERIENCERequires Bachelor’s Degree in Administration or General Service roleMinimum 5 years related experience in above areasHigh English Proficiency is mandatoryMaintain ConfidentialityExcellent Verbal & Written Communication SkillsGood Computer SkillsOrganizational ability to prioritize duties, work independently and attention to detail.Broad knowledge of Elliott structure and internal operational procedures.Ability to deal in a mature, professional manner, make decisions on a daily basis and must be resourceful.Utilize time effectively, be trustworthy and confident enough to work independently with minimal supervisionHave Professional presenceNATURE OF THE JOBThis position requires a broad scope of skills related to both general business practices and specific companyrelated processes, specifically in Facilities Management and Office Administration.Extensive travel needs of other employees in the organization will require this position to make day-to-day businessdecisions up to an established levelJob demands high degree of versatility and flexibility to accommodate changing priorities at short notice.CONTACT WITH OTHERSInternal - Regional staff and management, executives, overseas Elliott employeesExternal - Extensive communication with different business partners such as suppliers and outside support agenciesSUPERVISIONThis position does not initially direct the work of other employees other than vendors and contractors Individual contributorSPECIFIC JOB RESPONSIBILITIES/COMPETENCIESGeneral Office AdminTo manage activities relating to the office facilities liaising with the relevant suppliers including ordering departmental supplies and managing office equipment repairs.Manage Transportation, Security guard vendor & Catering for the Service ShopFully responsible for cleanliness in all facility areasManagement of employee facilities (Air Conditioners, Toilet, Copier etc.)Conduct Gemba activity periodically to check for abnormalities in Facility area; take corrective actions immediately and prepare preventive action plans.Manage office consumable needs; office stationery, pantry supplies, office furniture, printing supplies and equipment, domestic and international courier accounts, etc.Coordinate timely payment of all bills and Invoices related with facility, utility, and office supplies. PIC of company asset (manage quality and maintenance records and provide regular quantity reports of company assets, for example factory key, vehicle, CCTV, etc.PIC of Employee Medical check-up (arrange, review and follow up, coordinate with HSE to define MCU needs)Maintain accurate and up-to-date manual & electronic office administrative filing systemsPromote Elliott’s corporate culture and friendly atmosphere through successful intercommunication and team-buildingPurchase Order ManagementObtain and evaluate quotations from suppliers for services / contractorsPlace purchase order on selected vendor / supplierTravelManage travel arrangements (hotels / airlines / travel agent /Taxi / travel advances, etc.)Manage annual agreements for best rates with travel vendorsOtherAny other job assignments as may be required by the Company, from time to timeTo learn more about our Job Applicant Privacy Notice, please click here.