Facilities Management Coordinator - Temporary
Weill Cornell Medical College
Total years of experience :6 years, 6 months
Responsible for providing administrative and secretarial support to both the Facilities Office, and the Environmental Health & Safety (EHS) Office.
Acts as the initial point of contact for FM for both external and internal clients.
Develops and maintains a filing system; provides word processing, spreadsheets and presentation software services.\
Provides Security with details of Visitor, VIPs and Vendors attending the Facility
Arranges and organizes meetings, prepares materials, records and transcribes minutes of meetings.
Maintains key register for the facility and record the issue and return of keys to staff and faculty.
Processes requests from Faculty, Staff and students for ID Badges and VATs (Vehicle Access Tags used for Education City premises)
Maintains register/data-base and programs ID Cards on the Lenel system. Prepares monthly Lenel reports for the FM Director and highlights any security related issues to FM Director.
Maintain an adequate stock of Visitor cards and maintain a register of visitor cards issued/returned.
Co-ordinates and records all FM leave requests, advises FM Director of any conflicting leave requests.
Human Resource
o Preparing and reporting needed documents for audit in relation to ISO 9001:2008 Quality Management System
o Coordinating with PRO regarding employee documents, like processing of visa (for UAE and other countries), health insurance, Emirates ID, etc.
o Posting, screening applications, arranging, and doing initial interview in person or via telephone.
o Participating in selection process and administer pre-employment tests as required.
o Preparing documentation needed for new hires, effective changes in pay, status, or benefits.
o Preparing offer letters, employment contracts, confidentiality agreements, company licenses, employee’s visa and emirates ID, health insurance etc.
o Preparing attendance for payroll.
o Maintaining employees’ personal files, making sure all sensitive documents are in place, and ensuring that system records are accurately recorded and cross-checked.
o Updating employee database, monitoring the status and expiration of their passports, visa, emirates ID, and labor cards.
o Administering reference or background checks.
o Interacting with and supplying information to employees, department heads and job applicants.
o Reserving tickets, hotels and transportations, during business trips of employees, management, visitors, and/or clients.
o Answering telephones HR related calls, like employment verification, etc.
o Providing efficient support to the entire organization; liaise with internal departments to exchange information, coordinate activities, and promptly resolve issues and concern.
o Preparing and reporting needed documents for audit in relation to ISO 9001:2008 Quality Management System
Administration
Assisting the Administration Manger with admin matters and issues.
Applying for supplier registration for government and private entities.
Providing general administrative support such as preparing correspondence, forms and reports, arranging meetings, composing regular correspondence, processing confidential reports and documents, filing electronic and hard copy, tracking deadlines, and taking down minutes as needed.
Preparing LPO’s, business letters while maintaining files of receipts and project profiles.
Operating office machines, such as: photocopiers and scanners, facsimile and binding machines.
Carrying out internet research as needed to assist in service delivery.
Contacting suppliers for car rentals, stationeries, furniture companies, etc.
Handling front desk whenever Receptionist/ Secretary is unavailable or on leave.
• Handling healthcare projects (Local and multi-country) from briefing, preparing proposals, questionnaires, discussion guides among other research requirements
• Coordinating work with clients and other departments (i.e., Fieldwork and Data Processing) and ensure all studies are conducted according to specifications
• Servicing clients who require market research studies, including complete scope of research, for both qualitative and quantitative studies
• Preparing presentations, writing reports, and presenting the findings of the studies
• Extract data and figures from computer tabulations to provide useful and meaningful data for further analysis
• Analyze data to provide answers for the objectives of the studies
• Recruiting high-profile respondents with multicultural background for various studies
• Conduct training (briefing and clearing) of field researchers for each project
• Conduct pen and paper and/or in-depth interviews of high profile respondents
• Doing the transcriptions of recorded interviews for IDIs and/or FGDs
• Data entry using NIPO program
• Produce tables from SPSS software