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Junior Facilities Coordinator and Admin

Salary undisclosed

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Position : Facilities Coordinator and Admin

Location : Bali Indonesia

To assist the Site Leader in provide comprehensive facilities, contract, administrate and implementation of the overall Facilities and Procurement Management.

Helpdesk Management

  • Greet external visitor and internal staff with high degree of professionalism and courtesy
  • Answering incoming call and receiving incoming mails
  • Sort and distribute all incoming mail and overnight packages
  • Handle walk-in enquires, guest wireless assistance and visitor pass
  • Manage badging process, new hire badges and coordinate with system vendor

Conference Room and Event

  • Act as administrator for conference rooms throughout the portfolio
  • Ensure conference rooms are cleaned on a regularly scheduled basis
  • Regularly inspect furniture for damage and repair/replace furniture, as needed
  • Assist with catering ordering, setups, event planner and ordering, as required

Financial Management

  • Provide initial review and coding of FAcOps invoices for invoicing management
  • Review, scan and forward invoice to FCS/account payable, as required
  • Capture payment info, spreadsheet and data control
  • Payment Document Filing
  • Troubleshoot resolution of vendor invoice billing
  • Coordination with Vendor for quotation and invoice received

Office Facility Management

  • Business card ordering and delivery
  • Office and equipment keys maintenance and management
  • Manage postage, local / foreign courier in and out.
  • Inventory and stocking of office and tea point supplies, where applicable
  • Maintain up-to-date Emergency contract information list with work, home and cell numbers

Vendor Management

  • Manage the vendor relationship and monitor vendor’s supplier
  • Acknowledge receipt ordered items from the vendors and bill from landlord
  • Assist in vendor set up and request of Public Liability insurance certificate.
  • Facilitate supply of office stationery, pantry supplies, stock medicine cabinets and etc.
  • Coordinate with third party vendor to facilitate supply, service calls & preventive
  • Maintenance of network printer/MFD

Property Maintenance Coordination

  • Office maintenance work coordination with landlord and contract vendor
  • Assist in yearly fire drills exercise and communication with internal floor warden
  • Coordinate after-hour HVAC request, where applicable
  • Move/Add/Change/events
  • Assist in provide support need to complete move and coordinate and verify set up requirements
  • Other duties as assigned