Job Summary:
We are looking for a skilled and proactive Document Controller to join our team. In this role, you will be responsible for ensuring that our facilities are well maintained and running smoothly. You will be managing the activities of our maintenance personnel and vendors, and ensuring that work orders are completed on time
Key Responsibilities:
· Oversee the organization and maintenance of all documents related to procurement requests, annual maintenance contracts, SLA monitoring, and other facilities-related activities.
· Manage and control documents such as PPM schedules, service monitoring reports, petty cash reports, and group cost allocation reports.
· Ensure accurate processing and recording of invoices for planned preventive maintenance, rectification works, and supplies.
· Handle invoices for check-out/maintenance works, verifying details and maintaining records.
· Assist in coordinating general maintenance and emergency call-outs by working closely with technicians and external contractors.
· Monitor pending maintenance tasks and update daily work schedules accordingly.
· Track and analyze facility maintenance data to identify trends, develop solutions, and optimize facility operations.
· Prepare cost breakdown reports and provide regular updates on maintenance activities to the management team.
· Manage relationships with vendors and contractors, negotiating contracts and ensuring the quality of their work.
· Coordinate with various departments to support facility-related activities and projects.
· Assist in managing the security access-control system and maintaining administrative policies and processes.
· Set up, maintain, and organize central files, information, filing, and messages related to facilities management.
· Provide administrative support to the Assets/Property Management team as needed.
· Collaborate with other departments, including IT, Admin, Accounts, Procurement, and HR, to ensure facilities support their activities.
· Assist the Facilities/Assets Manager in all aspects of project implementation and external annual maintenance contracts.
· Respond to urgent maintenance calls and participate in the creation of emergency preparedness plans.
· Support the preparation of technical reports, document control, and the review of quotes/tenders.
· Prepare and maintain RFPs, bid information, and other contract documents.