Assistant Manager - Administration

Collaborate with other members of the SERVICE PROVIDER on-site team, to dispatch as well as collect the work orders established after receiving a request through mail/phone/paper.

Collect all closed work orders to close the calls. 

Produce reports based on the data collected, through produced work orders, for Sodexho and the Client.

Receive and answer all incoming calls/mails/papers reporting complaints or work requests 

Log in the call through the software, which in term generates work orders.

Set up reports with all collected data coming from the work orders for the Client as well as for SERVICE PROVIDER for controlling, transparency and information purposes.

 Maintain the helpdesk work area and equipment in a clean and orderly condition following all prescribed regulations.

Maintain the confidentiality and security of all data and information relating to the facility.

Maintain professional appearance at all times.

Good understanding of office administration processes and practices

 Ability to interface and interact with Management and Client Representatives at all levels

 Experienced in the production of detailed documents/reports

 Produce reports on documentation and progress as requested

 Ensure that hard copy and electronic record files as required are maintained in good order to comply with QA requirements

 Contribute to compilation of final project dossiers, as-built portfolios and archiving

 Liaising and providing administrative assistance to the Project and Quality Control Managers, as well as all team members, as required

 Create and provide monthly reports as required

 Arrange meetings and record minutes when required

 Maintain accurate filing system for allotted letters, reports, etc.

 Preparing spreadsheet(s) and maintaining databases and logs, as required by the Manager

 Administrating and maintaining SharePoint, Workspaces, Drives and hard copy file systems as required

 Maintaining consistency in Admin purchasing documentation for format and content, including editing and proofreading documents

 Monitor progress of in-house and Client reviews of technical data

 Where required, input progress information (received from discipline supervisor/ engineers) at regular intervals as specified by the Manager)

 Ensure master all files are kept up to date with latest revision

 Ensure that stationery levels are maintained

 Minimum 5 years’ experience working in an administrative / document control role/SAP /invoice processing 

 Advanced computer and word processing skills using MS Office applications including SharePoint/ppt/excel

 Excellent interpersonal, written and verbal communication skills

 Ability to coordinate several high-priority deadlines simultaneously

 Ability to demonstrate flexibility when dealing with changing priorities

 Excellent organizational & prioritizing skills with the ability to multitask

 Exhibit an extremely high level of professionalism and superior attention to details

 Exceptional client relations and customer service skills

 Able to demonstrate sense of initiative and ownership

 Aptitude to exercise foresight as well as good business judgment to anticipate and solve problems with minimal oversight

 Energetic, self-motivated and quick to learn with a focus on continuous improvement

 Ability to work in a team or independently in a multi-disciplinary team environment

Maintain confidentiality at all time