Assistant Manager
17 hours ago
- Collaborate with other members of the SERVICE PROVIDER on-site team, to dispatch as well as collect the work orders established after receiving a request through mail/phone/paper.
- Collect all closed work orders to close the calls.
- Produce reports based on the data collected, through produced work orders, for Sodexho and the Client.
- Receive and answer all incoming calls/mails/papers reporting complaints or work requests
- Log in the call through the software, which in term generates work orders.
- Set up reports with all collected data coming from the work orders for the Client as well as for SERVICE PROVIDER for controlling, transparency and information purposes.
- Maintain the helpdesk work area and equipment in a clean and orderly condition following all prescribed regulations.
- Maintain the confidentiality and security of all data and information relating to the facility.
- Maintain professional appearance at all times.
- Good understanding of office administration processes and practices
- Ability to interface and interact with Management and Client Representatives at all levels
- Experienced in the production of detailed documents/reports
- Produce reports on documentation and progress as requested
- Ensure that hard copy and electronic record files as required are maintained in good order to comply with QA requirements
- Contribute to compilation of final project dossiers, as-built portfolios and archiving
- Liaising and providing administrative assistance to the Project and Quality Control Managers, as well as all team members, as required
- Create and provide monthly reports as required
- Arrange meetings and record minutes when required
- Maintain accurate filing system for allotted letters, reports, etc.
- Preparing spreadsheet(s) and maintaining databases and logs, as required by the Manager
- Administrating and maintaining SharePoint, Workspaces, Drives and hard copy file systems as required
- Maintaining consistency in Admin purchasing documentation for format and content, including editing and proofreading documents
- Monitor progress of in-house and Client reviews of technical data
- Where required, input progress information (received from discipline supervisor/ engineers) at regular intervals as specified by the Manager)
- Ensure master all files are kept up to date with latest revision
- Ensure that stationery levels are maintained
- Minimum 5 years' experience working in an administrative / document control role/SAP /invoice processing
- Advanced computer and word processing skills using MS Office applications including SharePoint/ppt/excel
- Excellent interpersonal, written and verbal communication skills
- Ability to coordinate several high-priority deadlines simultaneously
- Ability to demonstrate flexibility when dealing with changing priorities
- Excellent organizational & prioritizing skills with the ability to multitask
- Exhibit an extremely high level of professionalism and superior attention to details
- Exceptional client relations and customer service skills
- Able to demonstrate sense of initiative and ownership
- Aptitude to exercise foresight as well as good business judgment to anticipate and solve problems with minimal oversight
- Energetic, self-motivated and quick to learn with a focus on continuous improvement
- Ability to work in a team or independently in a multi-disciplinary team environment
- Maintain confidentiality at all time
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