Job Details

Role: Operations Administrator

Division: Clients Facilities – Dbn

Minimum experience: Mid-Snr

Company primary industry: Facilities Services

Job functional area: Operations

Job Description

ROLE PURPOSE

The Operations Administrator plays a critical role in supporting the daily operations of the facilities management team. This position is responsible for coordinating administrative tasks, maintaining records, and ensuring effective communication between departments and external vendors to facilitate smooth operations.

Key Responsibilities:

1. Administrative Support:

• Assist in the preparation and management of operational documents and reports.
• Maintain accurate records of facility operations, maintenance schedules, and service requests.

2. Communication:

• Serve as a point of contact for internal teams and external stakeholders, responding to inquiries and communicating updates efficiently.
• Coordinate meetings, prepare agendas, and take minutes to ensure clear communication and follow-up on action items.

3. Scheduling and Coordination:

• Manage the scheduling of maintenance and repair activities, ensuring minimal disruption to facility operations.
• Coordinate the logistics for on-site visits, vendor services, and facility events.

4. Data Management:

• Input and maintain data in facility management software, ensuring information is up-to-date and accessible.
• Assist in generating reports on facility operations, performance metrics, and service requests for management review.

5.Inventory Management:

• Monitor and manage supplies and equipment inventory; place orders as needed for maintenance supplies and office resources.
• Ensure all tools and equipment are in good working order and organized.

6. Financial Administration:

• Assist in tracking operational expenses and processing invoices related to facilities management services.
• Support the budget preparation process by providing necessary data and documentation

7. Compliance and Safety:

• Help ensure compliance with health and safety regulations, assisting in audits and inspections as necessary.
• Maintain documentation related to safety training and compliance records.

8. Continuous Improvement:

• Participate in process improvement initiatives, providing feedback and suggestions for enhancing operational efficiency.
• Stay informed about best practices in facilities management and administrative support.

Qualifications:

• Diploma or Degree in Business Administration, Facilities Management, or a related field.
• Proven experience in an administrative support role, preferably in facilities management or a related industry.
• Strong organizational skills with a keen attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite and facility management software.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Knowledge of health and safety regulations is a plus.
• Knowledge of OHS Act,
• Drivers License
• ISO 9001 Quality Management
• MS Word, MS Excel, MS PowerPoint, MS Project & MS Outlook (Intermediate skill level)

Work Environment:

This role typically requires working in an office setting, with some opportunities to visit various facilities as needed.

FUNDAMENTAL COMPETENCIES

• Initiative/Pro-activity
• Deadline Driven & Highly Motivated
• Stress Tolerant
• Excellent Written Communication
• Basic Supervisory Skills
• Subordinates Capacity Building
• Customer Focus
• Negotiation Skills
• Analytical Skills
• Planning/Scheduling/Objective Setting
• Teamwork & Partnering
• Relationship Building
• Interactive Reasoning
• Excellent Oral Communication