5 MAN Truck & Bus Jobs

Job Summary:

The Administration Assistant will play a key role in supporting the efficient day-to-day operations of the organization, with a specific focus on facility management and vendor management. This role requires a proactive, detail-oriented individual with excellent organizational and communication skills, able to assist in managing both internal administrative tasks and external vendor relationships.

Education & Experience:

• Bachelor's degree in Facilities Management, or a related field (preferred).
• Minimum of 2 years of experience in administrative support with a focus on facility or vendor management.

Job Type: Contractual

Key Responsibilities:

• Maintain and organize office filing systems (digital and physical) and ensure accurate record-keeping.
• Coordinate office supplies inventory and place orders when necessary to ensure smooth office operations.
• Assist in preparing and processing documents, memos, presentations, and other materials.
• Coordinate with facility service providers for repairs, maintenance, cleaning, and other operational needs.
• Conduct regular inspections of the premises to ensure compliance with safety and environmental regulations.
• Liaise with contractors and service providers for building-related matters (e.g. HVAC, plumbing, electrical).
• Monitor facility budgets, track expenses, and ensure cost-effective service delivery.
• Ensure that safety protocols are followed within the facility and assist in organizing periodic safety drills.
• Ensure the office is compliant with local safety and health regulations.

Other Responsibilities:

• Assist with project management tasks as needed, particularly those related to facility upgrades, relocations, or expansions.
• Coordinate office events, meetings, and conferences as requested.
• Perform any other duties as assigned by the management team.

Required Skills & Qualifications:

• Proven experience in office administration, facility management, and vendor management.
• Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent communication skills, both written and verbal.
• Strong attention to detail and problem-solving abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SAP exposure).
• Ability to work independently and as part of a team.
• Experience in budget tracking and cost management related to facilities and vendor services.
• Knowledge of health, safety, and environmental regulations.

Work Environment:

• Fast-paced office environment.
• Some flexibility in working hours may be required based on vendor schedules and facility needs.