Administrative Assistant – Facilities Support

About the role

The Administrative Assistant will provide day‑to‑day administrative support to the Facilities Manager and the FM team, ensuring smooth operations across office, custodial and facilities functions.

Key responsibilities

• Manage correspondence, filing, data entry and document control for the Facilities department.
• Compile basic reports on maintenance activities, vendor performance, costs and KPIs for management review.
• Monitor and replenish office, custodial and facilities‑related supplies; maintain simple inventories for consumables, tools or spare parts.
• Prepare purchase requisitions, purchase orders and service requests in line with company procedures.
• Track invoices, delivery orders and service completion documents; reconcile with finance records.
• Process GRNs in Workday for term contractor, ad‑hoc and non‑billable purchase orders.
• Update daily attendance records for the Core Team and submit monthly attendance reports.
• Support audit, ISO and client compliance documentation by organising records and evidence.
• Prepare internal notices, service disruption advisories and FM‑related communications.
• Cover administrative duties for other sites when required and perform any other tasks assigned by the superior.

Required profile

• Strong organisational skills with the ability to maintain accurate and orderly files.
• Discretion in handling confidential information and compliance with company policies.
• Ability to work independently and support multiple stakeholders across the FM team.
• Attention to detail for invoice reconciliation, GRN processing and inventory management.

Required skills

• Workday
• SharePoint