Executive, Facilities and Logistics (Facilities and Logistics Management)

Executive, Facilities and Logistics (Facilities and Logistics Management)

Department: [Department]

Location: [Location]

Grade: [Grade]

Travel Requirement: No

Job Overview

To provide administrative, clerical services and office support activities in order to ensure effective and efficient operation.

Key Responsibilities

• Provide support in the full spectrum of Facilities (FM) Administration.
• Provide administrative support, for example, monitoring general building or equipment repair and maintenance, stationery and supplies management, utilities records, etc.
• Assist with any related recovery tasks assigned by management.
• Handle all matters related to classroom scheduling & venue booking.
• Execute quick actions in updating subject group capacity mapping.
• Manage the timetable scheduler through the TCS system.
• Assign subjects to lecturer timetable slots.
• Make timetable edits.
• Communicate and follow up with the respective person in charge to update the timetable/requests efficiently through the Jira Helpdesk, email, and calls.
• Update requests from students or staff regarding classroom, equipment, and event needs.
• Perform data entry and maintain good filing systems for smooth data retrieval.
• Provide administrative support to all departments as necessary.
• Perform any other duties as assigned from time to time.
• Ensure and provide office support and exercise administrative duties such as maintaining the calendar, scheduling appointments, organizing meetings, planning conferences, and performing other scheduling administrative functions.
• Provide support, guidance, and direction to schedule administrators, ensuring that local data applicable to the production, management, and maintenance of effective and efficient schedules is well overseen and accurately maintained.
• Update management with monthly reports on classroom utilization.

Skills and Experiences

• Diploma/Bachelor's degree.
• At least 1-2 years of experience in an administrative role.
• Good command of English, with the ability to communicate effectively at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.
• Professional demeanor and a positive attitude.