Administrative Officer

The Administrative Officer will coordinate all administrative functions for the Smart City Facilities, Maintenance & Landscaping Department and provide operational support to the intercompany entities within the MC Group.

Responsibilities:

Office & departmental administration

• Manage the department's correspondence, filing (physical and digital) and records, and make sure all communications, submissions and approvals are filed correctly
• Maintain records, documents and files, especially complex or sensitive ones such as employee files
• Draft letters, memos, reports and meeting minutes where applicable
• Maintain the office supplies inventory
• Provide clerical and administrative support to department and staff

Estate hotline & stakeholder liaison

• Act as first point of contact for internal and external queries for the Estate Department (facilities and landscaping dept)
• Manage the Estate Management hotline and make sure every request from owners, stakeholders and service providers is logged and answered within 24 hours

Maintenance coordination

• Log, track and follow up maintenance requests and work orders
• Maintain the preventive and reactive maintenance schedules, keep service records up to date, and check that service providers turn up for planned interventions
• Keep the asset and equipment register current, including warranties and service history
• Schedule and take minutes at regular meetings with service providers and estate contract holders
• Provide administrative support to estate projects, including upgrading and renovation works

Procurement, contracts & contractor management

• Handle the department's procurement in strict line with the Group Procurement Policy, including sourcing suppliers and keeping a database of approved ones
• Request quotations, prepare comparison sheets and raise purchase orders
• Help accredit contractors, sub-contractors, professionals and service providers working on the Estate
• Monitor all maintenance and service contracts, flag each one at least three months before it expires, and coordinate renewal on time
• Check invoices against work done and pass them to Finance for payment. Follow up of invoices from suppliers, coordinate with finance dept and keep trackers up to date

Utilities, budget & finance support

• Help monitor and calculate daily utility consumption (fuel, irrigation water, electricity, potable water and wastewater) for all entities, flag anomalies promptly, and compile monthly meter readings for invoicing and contra-charges
• Liaison with authorities when needed regarding queries or new applications, transfers, termination etc
• Maintain trackers for billable interventions, utility debtors, procurement (from purchase order to works closure) and supplier payments, and send billable items to Finance within agreed timelines
• Attending to queries and clarification from finance dept and residents or syndics.

Health, safety & compliance

• Keep records of statutory inspections (fire equipment, lifts, generators, electrical certificates)
• Keep emergency contact lists current
• Make sure permits, licences and compliance documents stay valid

Systems, reporting & documentation

• Administer the facilities management software and maintenance dashboard, including ticket close-out, and promote paperless processes (SharePoint, DocuSign)
• Help compile monthly statistics and KPI reports (response times, open tickets, energy use) for management
• Prepare monthly cost reports (utilities, maintenance, contracts)
• Help prepare the monthly Facilities Management report and the monthly customer feedback report
• Support the updating of departmental SOPs
• Support audits with the documents they need

Other

• Coordinate access control, keys cards and coordinate with residents where needed
• Liaison with authorities wrt Billboard, Roundabouts, signages etc for coordination
• Participate in all projects falling under the Estate department
• Support events, visits and corporate functions on the logistics side
• Any other related duties as requested by management
  
  

  Qualifications & Experience:

  College/University Education:

  • Diploma in Business administration / Management or any other equivalent qualification.

  Competencies required:

  • Excellent organizational skills and attention to detail – meticulous.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong coordination and follow-up skills, with the ability to work with multiple stakeholders.
  • Ability to prioritize tasks.
  • Ability to function well in a high-paced and at times stressful environment.
  • Basic understanding of how to operate standard business equipment.
  • Basic understanding of technical and maintenance terminology.
  • Knowledge in handling timesheets, attendance, leaves.
  • Proficient with Microsoft Office (particularly Excel), SharePoint, DocuSign and facilities management software.
  • Valid driving licence and own private vehicle.
  • High adaptability, with a willingness to innovate and embrace new technology.

  Relevant experience:

  • Five years of administrative and clerical experience required.
  • Pleasant & honest personality and customer oriented.
  • The role requires regular interaction with owners and customers.
  • Handling customer complaints and requests.
  • Knowledge of construction project office & admin