Provide administrative support to the Facilities Manager and FM team including document control, data entry, PO/GRN processing in Workday, invoice tracking and reconciliation, inventory and supplies management, basic maintenance/vendor reporting, audit and ISO documentation support, and FM communications. Assist with vendor onboarding, attendance records, and cross-site admin coverage as assigned.
Job Title
Administrative AssistantJob Description Summary
Provide day‑to‑day administrative support to the Facilities Manager / FM teamJob Description
- Provide day‑to‑day administrative support to the Facilities Manager / FM team, including correspondence, filing, data entry, and document control
- Compile basic reports on maintenance activities, vendor performance, costs, or KPIs for management review
- Monitor and replenish office, custodial, and facilities-related supplies Maintain simple inventories for consumables, tools, or spare parts (where assigned). Maintain accurate and organized files and records. Assist in creation of new vendor’s profile.
- Prepare purchase requisitions, purchase orders (POs), and service requests according to company procedures.
- Track invoices, delivery orders, and service completion documents; reconcile with finance records
- Prepare the monthly summary of Term Contractor Purchase Orders, obtain approval signature, and proceed with GRN processing in Workday.
- Perform GRN processing in Workday for Ad hoc and Non billable POs upon receipt of service reports/delivery orders and confirmation of work completion. Monitor all unbilled Purchase Orders, provide justifications, and upload supporting documents to SharePoint on a monthly basis.
- Update daily attendance records for the Core Team and submit the monthly attendance email to JTC on the first working day of each month.
- Identify Star Rate works monthly, perform GRN validation, and support Finance requests for audit purposes
- Confirmation of term contractor services and service fees Cancellation of Supplier invoice if services are not fulfilled.
- Support audit, ISO, or client compliance documentation by organising records and evidence
- Handle confidential information with discretion and ensure compliance with policies.
- Prepare internal notices, service disruption advisories, and FM‑related communications
- Cover admin duties for other sites when required
- Any other work assigned by superior
INCO: “Cushman & Wakefield”
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