Administrative Assistant
Emirates Facilities Management
Total years of experience :2 years, 10 Months
Assist the Facilities Manager in all aspects of project implementation as needed.
Support the Facilities Manager with external contacts as needed.
Manage the Security access-control database in conjunction with the Security Contractor
Represent the Facilities Department in inter-departmental meetings to support and facilitate communication and action between departments. .
Coordinate all Facilities activities, work direction, and support systems.
Supervise and train facility employees and contractors as needed.
Independently maintain and update administrative policies and processes.
Set up, maintain, and organize department's central files, information, filing, and messages.
Assist facilities staff in locating parts, supplies, and materials.
Prepare and maintain RFP’s, bid information, and other contract documents.
Prepare internal bill-backs and documents for events supported by the Facilities organization.
Provide administrative support to the Facilities team.
Manage the CMMS system, including receiving work request, assigning work orders, entering system data, and providing the overall system administration.
Provide excellent tenant service.
Respond to tenant requests/problems in a timely and courteous manner, and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant to ensure satisfactory resolution of the issue. Ensure that there is 24-hour emergency coverage for the property at all time
Conduct periodic inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.
Ensure that property and lease files are properly maintained and kept up to date in accordance with company policy. Prepare and maintain appropriate tenant lease files, records, correspondence and file notes.
Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.
Become proficient with the Building Engines property management software. Coordinate entry of all property information into the software program and establish reporting protocols for maintenance requests, preventative maintenance, vendor and tenant Certificates of Insurance and key lease date tracking.
Monitor all key dates and reporting within the Building Engines system.
Assist the Property Manager with establishment of the Property Management Plan, Preventative Maintenance Policies and Procedures and Property Operations Manual.
Determining, negotiating and agreeing in-house quality procedures, standards and/or specifications
Assessing customer requirements and ensuring that these are met
Setting customer service standards
Specifying quality requirements of raw materials with suppliers
Investigating and setting standards for quality/health and safety
Ensuring that manufacturing processes comply with standards at both national and international level
Working with operating staff to establish procedures, standards, systems and procedures
Writing management/technical reports and customers’ charters
Determining training needs
Acting as a catalyst for change and improvement in performance/quality
Directing objectives to maximise profitability
Recording, analysing and distributing statistical information
Monitoring performance