**DUTIES AND RESPONSIBILITIES**:**Billing and Payment Support**:- Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.- Maintain meticulous records of all financial transactions related to bills and payments.- Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.- Under general direction from the facilities Operations team, enhances the department's effectiveness by performing various administrative duties and tasks. Maintains confidentiality of all privileged information.- Performs clerical duties to ensure smooth site operation and accurate record keeping, including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.- Reviews and maintains records, schedules, and daily attendance of custodians and maintenance staff.- Generate reports as required.- Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and impeccably professional first impression.- Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.- Handle office mail, packages, and deliveries with precision and timeliness.- Assists with facilitating the daily work orders/job assignments through work order software to ensure timely completion. Report any deficiencies and problems associated with the Dude Solutions system to the Director of Facilities Management.- Prepares requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.**Office Purchases**:- Maintain a well-organized site supplies inventory and reorder items as necessary.- Liaise with vendors to procure office equipment, furniture, and supplies, always mindful of cost-effectiveness and quality standards.- Serve as the point of contact for local staff travel bookings and arrangements.**Guest Coordination**:- Coordinate guest visits, encompassing travel and accommodation arrangements for overseas visitors, scheduling meetings, and preparing all necessary logistics, including security arrangements with the building.**Event Coordination**:- Provide vital support in the organization of formal office events, such as training sessions, workshops, and seminars, whether they are internal or external to the office.**REQUIREMENTS**:- Min 3 to 5 years of relevant experience- High School Diploma or GED plus three (3) years of administrative or secretarial experience. Experience in a Facility Management environment is preferred. Must meet all knowledge, skills, and abilities.
