Relevant Experience and Qualifications

• At least a diploma in Office Administration or a related field.
  
• Minimum of 3 years’ experience in a similar position
  
• Travel function related experience
  
• At least 1 year of working experience in a similar role
  
• Proficient in MS Office applications
  
• Excellent customer service skills
  
• Excellent interpersonal/communication skills
  
• Excellent telephone handling skills
  
• Excellent organizational skills
  
• Demonstrated ability to work in a team as well as independently
  

• Serve as the first point of contact for the department, handling phone calls, directing visitors, and managing all internal and external correspondence.
  
• Maintain and organize comprehensive electronic and physical filing systems for critical documents such as contracts, service agreements, blueprints, maintenance records, and asset inventory
  
• Manage the departmental calendar, schedule and coordinate meetings, prepare meeting materials, and draft minutes for review.
  
• Manage the office's main phone line, emails, and incoming/outgoing mail
  
• Draft, proofread, and distribute official communications, memos, and reports for the Facilities and Operations department.
  
• Create and update databases (e.g., vendor lists, asset registers)
  
• Compile routine operational reports for management.
  
• Administer the campus work order system, logging incoming service requests, prioritizing urgent tasks, and coordinating with maintenance staff or external contractors for timely resolution.
  
• Liaise with and coordinate various service providers and vendors (e.g., cleaning, catering, security, landscaping).
  
• Assist with maintaining accurate inventory records of facilities assets, furniture, and equipment, including tagging new items, tracking movement, and arranging for disposal of obsolete items in line with university guidelines.
  
• Provide administrative support for facilities-related projects and campus events, which can involve gathering data, preparing documentation, coordinating logistics, and ensuring proper room setups and necessary technical support.
  
• Monitor and maintain adequate inventory levels of all office supplies, stationery, and kitchen consumables.
  
• Assist in preparing simple expense reports and petty cash reconciliation.
  
• Attend and take accurate meeting minutes (if required by the supervisor).