Services Administrator

The incumbent is responsible for data entry and tracking to facilitate the organizational effectiveness and efficiency of the Equipment Services, Construction and Facilities Department.

Position:	Services Administrator

Reporting Relationship:	This position reports directly to the Services Manager.

Summary:	The incumbent is responsible for data entry and tracking to facilitate the organizational effectiveness and efficiency of the Equipment Services, Construction and Facilities Department. 

Duties and Responsibilities:

	Maintains repository of contractor registration documents, insurances and records are kept up to date annually.
	Provides administrative support to Leasing Manager for contract negotiations and service level agreements related to Facilities and Equipment.
	Provides administrative support to Services Manager.
	Track contracts and service agreements related to the Equipment and Facilities Teams.
	Ensures that all contractors and service providers provide up to date Public Liability Insurances and are tracked, flagged and updated.
	Provides monthly reports on budgets for Facilities and Equipment departments.
	Liaises with contractors and or service providers for receipt of invoices within month jobs/service completed. 
	Transmits directives, instructions and assignments to the relevant department heads and follows up on the status of assignments.  
	Ensures that all Purchase Orders sent out are accurately entered on system in the respective budget sheets Equipment/Facilities for the purpose of accrual.
	Keeps track of all payments by updating of the Budget Sheet, ensuring correct billing costs are in line with Budget.
	Enters invoices on respective budget sheets and electronically file by brand and contractor before taken to accounts for processing and ensures that data is not duplicated. 
	Ensures all signed invoices are sent in a timely manner for payment. 
	Prepares monthly report on outstanding invoices inclusive of which POs were issued, monthly contractual and planned works/preventative maintenance (Hot and Cold).
	Tracks Preventative Maintenance and Planned works for Equipment and Facilities respectively. 
	Maintains efficient and effective department records.
	Ensures security and confidentiality of data and all documents. 
	Maintains an effective medium of communication and close collaboration among the respective teams in the organization. 
	Types memos and or correspondence from time to time as may be required. 
	Collation of Needs Inventory Survey conducted by the respective departments.
	Provides administrative support in the development of the Annual Operations Plan (AOP) Brand Specific budgets and associated documentation required.
	Files an electronic and physical copy of the service team vacation leave forms.
	Manages the distribution of PM books for each cold contractor and tracks the stock count level. 
	Performs other related duties, as required.

Qualifications and Experience:

	Administrative Professional Secretary (APS) or Business Administration Diploma or equivalent. 
	Two (2) A-Levels including General Paper and MUST have Five (5) O’ Levels including English and Mathematics. 
	Paralegal Certificate 
	Minimum of 3 years’ experience in a paralegal and/or administrative support role.
	Proficiency in Microsoft Office Suite and associated tools and software

• Microsoft Outlook
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Excel
• Microsoft SharePoint
• Microsoft One Drive

	Knowledge of construction and project management skills will be an asset