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Administrator - Jeddah

2.00 to 0.00 Years   Jeddah , Saudi Arabia   03 Dec, 2020
Confidential Company
1 Jobs Openings
Job LocationJeddah , Saudi Arabia
EducationNot Mentioned
Salary$1,500 - $2,000
IndustryBusiness Process Outsourcing (BPO)
Functional AreaNot Mentioned

Job Description

Administer Facility Management department?s records and correspondence for various facilities by creating records, controlling data, managing and continuously improving the department?s records and correspondence processes.

  • Ensure that records and data are created, regularly updated and properly maintained.
  • Ensure that budget reservation workflow are maintained, recorded and updated frequently.
  • Ensure that consolidated record of contracts are maintained and regularly updated requiring details on the contract duration, expiry and significant terms and conditions.
  • Ensure that internal correspondences are recorded and should progress as per department workflows.
  • Ensure that the external and inter-departmental correspondences are properly recorded, regularly tracked and updated.
  • Track and follow-up document workflow progress until completion and closing.
  • Ensure that pre-approvals for corrective maintenance are captured and recorded.
  • Verify invoices and payments received from service providers to be matching with the department and local regulatory requirements.
  • Prepare and maintain records of the payment certificates as per the department?s workflow and approval system, and create an updated status of payments for each service provider.
  • Maintain tracking records of the work orders as they progress through the approval system.
  • Prepare documentation requirements for the work order?s pre-approval from the business units.
  • Ensure FM management methodologies are implemented to achieve service standards, identifying milestones, measures, impacts and outcomes.
  • Coordinate and communicate with various inter-company departments for the budget reservation, preparation and approval processes.
  • Coordinate with procurement / purchasing department for proposal approvals for the work that requires pre-approvals from business units.
  • Coordinate with the facility end-users for issues related to facility management scope of services.
  • Coordinate and delegate work order approvals with various service providers.
  • Liaise with the service providers for monitoring corrective repairs to the various facilities.Innovation: Identify, develop and make ideas, techniques, procedures, services, or products.
  • Prepare consolidated monthly reports and tracking sheets for the planned preventive and corrective maintenance activities carried out to be submitted regularly to Facility Management.
  • Prepare and provide summary of data for analysis and consolidate results in the form of report.
  • Prepare and maintain a consolidated dashboards for all service types and service providers.
  • Maintain and keep all the master records of facility management contracts, keeping the softcopy in file storage.
  • Document reviews (i.e. service providers? contract cost and duration, invoices, quotations, and etc.) making sure that it is as per approved workflows and business requirements.
  • Maintain and keep all the records of activities like planned and actual PPM dates; including the raised tickets or work orders for corrective maintenance.

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