**DUTIES AND RESPONSIBILITIES**:
**Billing and Payment Support**:
- Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.
- Maintain meticulous records of all financial transactions related to bills and payments.
- Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.
- Under general direction from the facilities Operations team, enhances the department's effectiveness by performing various administrative duties and tasks. Maintains confidentiality of all privileged information.
- Performs clerical duties to ensure smooth site operation and accurate record keeping, including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.
- Reviews and maintains records, schedules, and daily attendance of custodians and maintenance staff.
- Generate reports as required.
- Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and impeccably professional first impression.
- Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.
- Handle office mail, packages, and deliveries with precision and timeliness.
- Assists with facilitating the daily work orders/job assignments through work order software to ensure timely completion. Report any deficiencies and problems associated with the Dude Solutions system to the Director of Facilities Management.
- Prepares requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.
**Office Purchases**:
- Maintain a well-organized site supplies inventory and reorder items as necessary.
- Liaise with vendors to procure office equipment, furniture, and supplies, always mindful of cost-effectiveness and quality standards.
- Serve as the point of contact for local staff travel bookings and arrangements.
**Guest Coordination**:
- Coordinate guest visits, encompassing travel and accommodation arrangements for overseas visitors, scheduling meetings, and preparing all necessary logistics, including security arrangements with the building.
**Event Coordination**:
- Provide vital support in the organization of formal office events, such as training sessions, workshops, and seminars, whether they are internal or external to the office.
**REQUIREMENTS**:
- Min 3 to 5 years of relevant experience
- High School Diploma or GED plus three (3) years of administrative or secretarial experience. Experience in a Facility Management environment is preferred. Must meet all knowledge, skills, and abilities.