Senior Executive Administration - New Business

Dimension of the role:

• Supporting Department Head in the overseeing of day today monitoring and follow-up of activities including facilities management activities till closure, handling of Purchase orders, project documentation, new business documentation and support in preparation of necessary reports.
• Providing overall follow-up and documentation management support to the Head of department
• Assist in preparation of business proposals and preparation of reports.
• Prepare, update, monitor the summaries and maintain trackers within the department.
• Prepare and circulate meeting minutes of the department.
• Preparation of documents related to payments, capex requests and other financial requirements to facilitate agreements, project work as well as repairs and maintenance.
• Ensuring all paperwork in facilities management, including requests, are logged by stakeholders, assigned to relevant parties and follow-up are done till closure.
• Track and coordinate repairs and maintenance with the trading stores.
• Ensure work orders and Purchase Orders (POs) are raised in a timely manner and payments of service providers are presented to finance and followed up as per committed timelines.
• Support the department team in obtaining new business documentation, quotations, tenders and assist in preparation of formal documentation for approval of projects when required.
• Support the new business team in layout planning, project implementation and follow-up of independent retailer managed stores.
• Monitor progress and trackers of ongoing projects and report to the Head of department.
• Assist the Head of department in timely preparation and effective monitoring of work schedules, overtime management and IOU settlements of the facilities management team.
• Assist the department team in conducting any other work as requested by the Head of department.

Minimum requirements:

• Degree or Higher National Diploma level qualifications in Engineering, Business Management, project management or facilities management.
• Good IT knowledge including MS Excel, MS Word, MS PPT.
• Familiarity with Auto CAD and MS Projects will be a plus.
• Minimum 1+ years of experience in secretarial, administration, office coordination or facilities management role.
• Project management experience in the construction industry or in supermarkets (retail) is a plus. Experience in coordinating with contractors.
• Working knowledge in oral and written to compliment the effectiveness of the job role.