Facility Administrative Assistant (in Jeddah Only) Job In Saudi Arabia
Admin Assistant
Job Id :1000381546
Description
Position Overview
Responsible for efficiently managing the administrative operations and overseeing the Computer-Aided Facilities Management (CAFM) system.
Key Accountabilities
1. Administrative Support:
a. Perform a range of diverse administrative activities for the department, acting as a central point of contact for internal and external stakeholders.
b. Create, edit, and compose technical and administrative correspondence and documentation.
c. Assist in administrative problem-solving, program/project planning, and execution of goals and objectives.
d. Attend departmental meetings, document outcomes, and follow up on action items.
e. Participate in various committees and act as a liaison for the department with management teams, community organizations, and professional bodies.
2. Computer-Aided Facilities Management (CAFM) Operations:
a. Monitor incoming work requests in the CAFM system, ensuring that Service Level Agreements (SLAs) are justified and work details are comprehensive.
b. Batch and prioritize work orders based on skill sets and locations, optimizing service delivery.
c. Manage and review suspended work orders, identifying reasons for suspension and coordinating actions for successful completion.
d. Coordinate the transfer of work orders between skill sets and shifts to ensure timely completion.
e. Facilitate stores requirements, including ordering, delivery, and issuance of spares and materials.
f. Arrange access with clients, reschedule work orders when necessary, and inform clients of disruptive schedule PPM works.
3. Financial and Data Management:
a. Assist with fiscal administration, including budget monitoring, funding, grants, contracts, and purchasing.
b. Compile and analyze data, prepare reports and summaries, and maintain data management systems.
c. Maintain records, files, inventories, and implement data management systems.
d. Support faculty and staff searches, including employment application logging and search documentation coordination.
4. General Responsibilities:
a. Schedule appointments, maintain calendars, and coordinate meetings, facilities usage, events, and travel arrangements.
b. Provide administrative assistance, answer telephones, assist visitors, review and control correspondence, and follow up on operational commitments.
c. Supervise lower-level staff and student employees, as appropriate, and participate in hiring decisions and performance appraisals.
d. Enhance professional growth through educational programs, current literature, and workshops.
e. Adhere to quality improvement and patient safety policies and procedures.
f. Ensure compliance with accreditation requirements and assist in the preparation and processing of facilities management files.
Education & Qualification, Experience, Training & Knowledge
• Diploma or bachelor's degree in business administration or equivalent from a recognized college.
• Minimum of 2 years of directly related experience in administrative and CAFM roles.
• Proficiency in human resources concepts, general accounting principles, and database management.
• Excellent organizational skills, with the ability to organize others.
• Strong IT skills, including advanced MS Office proficiency (Word, Spreadsheets, and Databases).
• Demonstrated ability to maintain confidentiality.
• Strong data gathering, analysis, and report preparation skills.
• Ability to work in a demand-driven service environment.
• Knowledge of process and procedure writing.
• Familiarity with facilities management in a healthcare setting is desirable. Sound IT knowledge and experience - Advanced MS Office skills (Word, Spread Sheets and Databases)
• Demonstrated ability to maintain confidentiality.
• Ability to gather data, compiles information, and prepare reports.
• Capable of working in a demand driven service
• Process and Procedure writing skills
The work will be 12-hour shift.
The desired nationalities for the staff include Egyptian, Indian, Pakistani, or Philippine.
The required education level is a diploma.
A minimum of 3 to 5 years of experience in maintenance and construction within a hospital setting is required.
Proficiency in English is necessary, with good writing skills and excellent speaking abilities.
To apply please send your CV, certifications, and iqama copy.
Basic Details
Location : Region: Jeddah
Qualification :
Posted :
Job Type : Full-Time
Company : Saudi Jobs
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