Facilities Management Admin

PURPOSE / OBJECTIVE (OF THIS POSITION):

To provide efficient administrative and financial support to the Facilities Department by ensuring the accurate and timely processing of procurement, purchase requisitions, purchase orders, invoices, vendor payments, staff reimbursements, and other related financial transactions.

The role is responsible for maintaining accurate records and documentation, verifying supporting documents, coordinating with internal stakeholders and external vendors, and ensuring compliance with company policies, procedures, and financial controls. This position supports the smooth execution of facilities maintenance, operational, and administrative activities while contributing to effective cost control, timely service delivery, and overall departmental efficiency.

JOB RESPONSIBILITIES: Part 1 –Primary roles of the job which are measurable and may be used as part of KPIs

• Process and monitor facilities billings and ensure timely payments. Prepare and process Purchase Requisitions (PR), Purchase Orders (PO), and Requests for Payment (RFP).
• Verify invoices, Scope of Work (SOW), quotations, and supporting documents before payment.
• Coordinate with vendors and internal teams on procurement and payment processing.
• Monitor the status of purchase orders, billings, reimbursements, and payments.
• Process employee reimbursements and revolving fund liquidations.
• Maintain records of contracts, purchase orders, invoices, warranties, and maintenance documents.
• Update procurement, billing, payment, and budget trackers.
• Monitor departmental expenses against approved budgets.
• Ensure compliance with company policies, audit requirements, and internal controls

Part 2 – Secondary roles which supports the primary roles above

• Provide administrative support to the Facilities Manager and the Facilities team for day-to-day operations.
• Coordinate with Finance, Procurement, Operations, and other departments regarding document status and transaction follow-ups.
• Maintain and update the department's filing system, ensuring all records are organized and readily accessible for audits and reference.
• Monitor office and maintenance supply inventory and initiate replenishment requests when necessary.
• Assist in the preparation of departmental budgets, cost summaries, and expenditure reports.
• Support periodic inventory counts of maintenance materials, tools, spare parts, and warehouse stocks.
• Assist in vendor accreditation, document collection, and contract filing.
• Track warranty periods, service contracts, and permit expiration dates, and notify the Facilities team of upcoming renewals.
• Support internal and external audits by preparing and providing required documentation.
• Perform other administrative and clerical duties that contribute to the efficient operation of the Facilities Department as assigned by the Facilities Manager.

JOB AUTHORITIES:

• Review and verify the completeness of billing documents prior to endorsement for approval.
• Prepare Purchase Requisitions, Purchase Orders, Requests for Payment, and reimbursement documents for management approval.
• Coordinate directly with vendors and internal departments to resolve documentation and payment-related concerns.
• Return incomplete or non-compliant billing documents for correction before processing. Maintain and update facilities administrative records, trackers, and filing systems. Request supporting documents necessary to complete procurement and payment transactions.
• Monitor the status of procurement and payment requests and follow up with concerned departrtments to ensure timely completion.

JOB COMPETENCIES / REQUIREMENTS:

Qualification

Diploma or Bachelor's Degree in Industrial Engineering, Civil Engineering, Facilities Management, Financial Management, Office Administration, Supply Chain Management, or any related field.

Experience

• At least 1-2 years of experience in administrative, procurement, finance, facilities, or maintenance support functions is preferred.
• Experience in processing Purchase Requisitions (PR), Purchase Orders (PO), Requests for Payment (RFP), billings, and reimbursements is an advantage.
• Experience working with contractors, vendors, or service providers is preferred.

Skills & Knowledge

• Knowledge of procurement and purchasing procedures.
• Familiarity with billing, reimbursement, and payment processing. Basic understanding of inventory and document control.
• Knowledge of Microsoft Office applications (Excel, Word, Outlook, PowerPoint). Familiarity with ERP, procurement, or ticketing systems (e.g.,Oracle, Lark, or similar platforms) is an advantage.

Behavioral Traits
● A valuable team player and able to work independently
● Good command of both written and spoken English
● Honest and demonstrates a high level of integrity and confidentiality.
● Detail-oriented and highly organized.
● Responsible, dependable, and accountable.
● Proactive with a strong sense of urgency