ADMIN ASSISTANT, FACILITY DEVELOPMENT

Job Responsibilities : 1. Assist as a key member of the project team who works directly with the Senior Project Manager/ Project Manager to support the achievement of project goals and objectives. Responsible for overseeing and managing all project activities related to planning, administration, and contract management; ensuring effective control, maintenance and, improvement. 2. Internal/External Dispatch Activities: - Efficiently manage the daily flow of incoming and outgoing documents/correspondence. - Maintain a meticulous manual record of all internal and external documents/correspondence dispatches. - Proactively follow up on the return of circulated documents/correspondence from both internal and external parties to ensure a smooth and complete dispatch cycle. - Consistently stamp the receipt date on all documents/correspondence received by FDD. 3. Assist in managing the departmental filing system, ensuring accuracy and efficiency. 4. Assist in managing follow-up travel, training, and medical claims for the Head of Department. 5. Assist in managing, labeling/tagging, and archiving all tender documents, contract agreements, and other relevant files. Support the department to ensure their timely and systematic safekeeping for easy reference when needed. 6. Efficiently manage front desk activities by screening visitors, vendors, and contractors, and promptly addressing their needs and requests. 7. Manage and oversee departmental requisitions for processing staff telephone bills, addressing copier issues, and conducting daily housekeeping activities as needed. 8. Calendar and Schedule Management: - Assist in managing project calendars and schedules, ensuring key milestones and deadlines are met. - Coordinate and organize project-related activities, meetings, and events. 9. Meeting Support: - Prepare agendas, minutes, and relevant materials for project meetings. - Coordinate logistics for meetings, including room bookings and setting up audio-visual equipment. 10. Act as a Department’s Representative for Departmental Document Controller (DDC) under JPB’s Internal Auditor.