Assets Assistant

About the role

Responsibilities

• Maintain and organize Critical Operations documents, records, and reports in designated shared drives and document repositories.
• Prepare and submit monthly customer reports within agreed deadlines.
• Coordinate customer communications, including circulars, memos, and change control notifications, and track approvals and responses.
• Schedule meetings, prepare meeting minutes, and maintain proper records for future reference.
• Support procurement processes by tracking purchase requests, purchase orders, and budget utilization.
• Manage document control activities, including version control, document numbering, and archiving.
• Maintain CMMS administration, including work order creation, reporting, work plan uploads, and preventive maintenance scheduling.
• Monitor spare parts inventory and coordinate replenishment to maintain minimum stock levels.
• Maintain staff leave records, duty rosters, and operational schedules.
• Liaise with customers, tenants, engineers, and technicians to coordinate maintenance activities and service requests.
• Escalate urgent operational issues and customer complaints to the appropriate management team.
• Support compliance with ISO 9001, ISO 14001, ISO 45001, and other audit requirements.
• Promote workplace safety and assist in identifying operational risks and control measures.
• Perform other administrative and operational duties as assigned.

Qualifications

• Bachelor's Degree in Business Administration, Business Management, Facilities Management, Engineering, or a related field from a recognized institution.
• Minimum 2–3 years of relevant experience in administration, office management, operations coordination, facilities management, or a similar role.
• Strong written and verbal communication skills in English are required.
• Ability to communicate effectively with clients and stakeholders, and to prepare and review work procedures, Method of Procedures (MOPs), Standard Operating Procedures (SOPs), monthly service reports, and incident reports.
• Proficient in Microsoft Office applications (Word, Excel, and PowerPoint) and Computerized Maintenance Management Systems (CMMS) or similar work order management systems.
• Strong organizational, planning, prioritization, and time management skills, with the ability to manage multiple tasks and meet deadlines.
• High attention to detail, strong record-keeping abilities, and the ability to handle confidential information with discretion.
• Excellent interpersonal, coordination, and customer service skills.
• Self-motivated, proactive, and able to work independently with minimal supervision.
• Ability to thrive in a fast-paced operational environment and work effectively with cross-functional teams.