Job Description

Job Responsibilities:

• Co-ordinate and minutes taking for site meetings, QMS meetings (ISO) and Bizsafe (OSHAs) meetings.
• Arrange meetings with Contractors & ad-hoc meetings for Centre Managers, Executives, etc. as well as informing relevant parties (internal or external) to attend the meeting.
• Assist Centre managers/executives in their paper work.
• Maintain and update department manual filing and shared drive system for both tenants and subject references.
• Maintain and updating of the department resource library.
• Communicate and liaises orally or in writing (fax, memo, email, and letters) within and outside the organisation to make appointments, schedule meetings, collects information for Managers/Executives.
• Attends to preliminary enquiries including telephone calls and directs them to the Managers/Executives for immediate action.
• Handle enquiries and complaints.
• Reports such as Progress reports, budget, etc for filing.
• To create new template of reports for new financial years as well as to archive and create new files.
• To consolidate, sort and distribute department in-coming & out-going mails/faxes.
• Take appropriate actions on mail requiring immediate attention.
• Requisition of stationery & office equipment for site office staff.
• To record and track all invoices received from Finance Department for verification and approval by the Centre managers before passing it to Finance for payment.
• Liaison with the various departments to ensure smooth workflow within the department.
• Covering of buddy duties during his/her absent.
• Assisting the site staff on printing of posters, document and etc.
• Recording and tracking of all works order received from Site to Finance Department.
• Maintaining and up-keeping of department’s plan room.
• Liaising with supplier on printing of forms (Work order, Electrical, etc).
• Assisting and collating activities for CSR and training.
• Collection of car park payment fees, banking in collected cash & cheques.
• Compilation of car park reports required by Finance Department and ensure accuracy of reports.
• Coordination of facility bookings including collection of payments.
• Downloading NETs and LTA transactions and other transmitting documents.

• Candidate must possess experience with some carpark management and facilities background
• Good in interpersonal & communication skills
• Able to work independently under minimum supervision and within stipulated deadline