Facilities Administrator

Administrative Functions

• Preparing and editing correspondence, communications, presentations and other documents for the Director

• Reviewing and correcting company documents for general staff

• Filing and retrieving documents and reference materials

• Conducting research, assembling and analysing data to prepare reports and documents

• Monitoring, responding to and distributing incoming communications

• Establish and maintain efficient filing systems and information retrieval systems for all hard/electronic documents

• Manage documentation/correspondence requiring signatures

• Ensure and arrange that refreshments are served during meetings.

• Manage boardroom bookings and equipment required during meetings.

• Preparation of invoices for payments on travel expenses

• Payment arrangements for ad – hoc supplier orders.

Management Support

• Answering and managing the Director’s incoming calls

• Receiving and interacting with Director’s visitors

• Managing the Director’s schedules and appointments

• Transcribing and distributing minutes of meetings

• Arranging EXCO’s, Board Meetings, Management Meetings with relevant documentation and catering arrangements

• Following up with Director’s direct reports for information requested by the Director

• Preparation, capturing and submission of the Director’s monthly expense claims and fuel expenditure to the finance department

• Coordinate travel arrangements pertaining to flights, accommodation and car hire as and when required from time to time

• General admin and filing

• Monthly ad-hoc report collation

• Manage ad-hoc personal requirements