Job Description

The Executive Assistant to the General Manager of Facility and Utilities provides high-level administrative support, ensuring efficient management of daily operations and communication within the facilities and utilities department. This role is crucial for streamlining tasks, maintaining records, coordinating meetings, and ensuring the smooth operation of the department's initiatives. Key Responsibilities: Administrative Support: o Manage the General Manager's calendar, schedule meetings, appointments, and travel arrangements. o Prepare and edit correspondence, presentations, reports, and documents for meetings and projects. o Act as a liaison between the General Manager and internal/external stakeholders. o Handle confidential information with discretion and professionalism. Facilities Coordination: o Assist in tracking and managing the progress of ongoing facility maintenance, utility operations, and related projects. o Prepare status reports on facilities, utilities, and service contracts for review by the General Manager. o Coordinate with facility teams, vendors, contractors, and service providers to ensure projects are on track. Meetings and Communications: o Organize and prepare materials for departmental meetings, including agendas, minutes, and action items. o Take detailed notes during meetings, ensuring proper follow-up and coordination of tasks and action items. o Communicate effectively with internal teams and external stakeholders, ensuring timely responses and updates. Budget and Documentation Management: o Assist in preparing and tracking the department's budget and expense reports. o Maintain accurate and up-to-date records for contracts, agreements, and project files. o Monitor departmental compliance with policies and procedures related to facilities and utilities management. 2 / 2 Project Management Assistance: o Help manage small to mid-sized projects, ensuring timelines, resources, and goals are met. o Track project milestones, deliverables, and ensure the General Manager is updated regularly. Facility and Utility Operations: o Assist in the monitoring of day-to-day utility systems and facilities, helping resolve any issues that arise. o Maintain records of facility inspections, equipment maintenance, and utility usage. o Provide support in the development of long-term facility and utility planning and strategy. Required Skills and Qualifications: Strong organizational, multitasking, and time-management abilities. Excellent communication skills, both written and verbal, with the ability to liaise effectively across teams. Attention to detail and ability to handle multiple priorities under tight deadlines. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software. Strong interpersonal skills with the ability to work independently and as part of a team. Ability to work with confidential and sensitive information. Qualifications: Bachelor's degree in Business Administration, Facility Management, or a related field. 2-4 years of experience as an Executive Assistant or in a similar administrative role, preferably in facilities or utility management. Experience working in a facilities management, operations, or utilities environment is a plus

Job Type: Full-time

Pay: From ?50,000.00 per month

Benefits:

Health insurance Provident Fund
Schedule:

Day shift Morning shift
Work Location: In person