<p>Dimension of the role:</p><ul><li>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.</li><li>Providing overall follow-up and documentation management support to the Head of department</li><li>Assist in preparation of business proposals and preparation of reports.</li><li>Prepare, update, monitor the summaries and maintain trackers within the department.</li><li>Prepare and circulate meeting minutes of the department.</li><li>Preparation of documents related to payments, capex requests and other financial requirements to facilitate agreements, project work as well as repairs and maintenance.</li><li>Ensuring all paperwork in facilities management, including requests, are logged by stakeholders, assigned to relevant parties and follow-up are done till closure.</li><li>Track and coordinate repairs and maintenance with the trading stores.</li><li>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.</li><li>Support the department team in obtaining new business documentation, quotations, tenders and assist in preparation of formal documentation for approval of projects when required.</li><li>Support the new business team in layout planning, project implementation and follow-up of independent retailer managed stores.</li><li>Monitor progress and trackers of ongoing projects and report to the Head of department.</li><li>Assist the Head of department in timely preparation and effective monitoring of work schedules, overtime management and IOU settlements of the facilities management team.</li><li>Assist the department team in conducting any other work as requested by the Head of department.</li></ul><p>Minimum requirements:</p><ul><li>Degree or Higher National Diploma level qualifications in Engineering, Business Management, project management or facilities management.</li><li>Good IT knowledge including MS Excel, MS Word, MS PPT.</li><li>Familiarity with Auto CAD and MS Projects will be a plus.</li><li>Minimum 1+ years of experience in secretarial, administration, office coordination or facilities management role.</li><li>Project management experience in the construction industry or in supermarkets (retail) is a plus. Experience in coordinating with contractors.</li><li>Working knowledge in oral and written to compliment the effectiveness of the job role.</li></ul>