Description:
To ensure a smooth and efficient operation in the Facilities and Operations Services department in relation to the Company Core Process; thus, directly impacting on the maintenance of facilities, rides and attractions.
This position coordinates within the department by providing administrative assistance in the areas of Maximo, Oracle, Kronos, Trainings, HR related Activities, appointment scheduling and correspondence to ensure that department operations are maintained in an effective, up to date and accurate manner. As well as maintaining confidentiality in all aspects of management, colleague and company information.
This position is responsible for coordination with digital technology, procurement and finance teams, to ensure the effective and efficient procurement by raising the requisitions to support the field maintenance with services required, to execute the daily operations of its facilities and coordinating with the account payable of finance for payments.
Full Job Scope:
Maximo
- Support the data quality for all assets, items, locations, and preventive maintenance program within Maximo to ensure the safety of the guests and team members.
- Support and ensure availability and upkeep of mobile devices across all sites and zones.
- Support with Item creations on Maximo to maintain Master data.
Procurement
- Support the sourcing and negotiating using best practice methodology to meet all departmental KPI in an ethical and auditable manner and which adheres to the Group Procurement Policies and Procedures.
- Calibration of Tools & Equipment certificate monitoring & renewal of Rides certificates.
- Monitoring/tracking the CAPEX budget.
- Provide periodic performance and issue reporting.
HR & Kronos
- Assisting new arrivals, scheduling and coordination with T&D and HR for orientation and induction.
- Coordination with HR on colleague related matters and extending support on maintenance recruitments.
- Overseeing and supporting Kronos related activities, maintaining related trackers and reports.
- Reviewing all exceptions and discrepancies on Kronos and complete timecards Sign-off.
Administration
- Raising PRs in Oracle and Maximo and maintaining finance submission register for invoices.
- Coordinate with finance to ensure supplier invoices are paid in accordance with contracted payment terms.
- Maintaining finance submission register for invoices.
- Support petty cash & expense reimbursement processing.
- Creating and assisting on IT requisitions for maintenance departments.
- Oversee and manage maintenance related trackers to ensure all the information is available.
- Tracking, consolidation, GTR update, filing and coordination of training trackers.
- Processing various departmental forms and support for training nominations. (internal and external)
- Adding new colleagues in Maximo (People & Labor Application).
- Managing stationary stock, handling stationary requisitions and supporting pantry supplies if required.
- Handling incoming calls, correspondence & communication support.
- Organizing meetings, briefings and department internal events, noting & distribution of minutes of meeting.
Team Management
- To be a positive, consistent, and fair role model, ensuring high standards of practice are maintained while motivating, influencing, and supporting others to accomplish personal, department and company goals.
- To understand, follow and enforce all standard operating procedures to exceed the operational requirements and ensure Guests always receive the highest standards of quality and service. Conduct performance reviews for the team and inculcate culture of professional learning and growth.
Job Essentials:
- Diploma Certificate
- At least 3 years of hands-on experience in an Administrative Support role
- Proficient in Microsoft Office Suite, CMMS, Kronos
- Excellent communication skills – written and verbal
- Good English skills – written and verbal