Assistant Officer - Administration

To support the Soft Services team in preparing daily, weekly, and monthly operational reports, compiling site inspection and snag reports, tracking corrective actions, and maintaining records of service quality, manpower, and site performance. The role also involves updating operational trackers, processing system transactions and permits, maintaining petty cash records, uploading receipts and supporting documents, and coordinating with site teams to ensure accurate reporting and timely closure of operational issues.

Responsibilities

1. Prepare daily, weekly, and monthly operational reports related to Soft Services activities, site performance, and service delivery.
2. Prepare and maintain snag reports based on site inspections, including recording observations, assigning corrective actions, and tracking closure.
3. Compile site inspection reports, housekeeping observations, service quality reports, and other operational findings.
4. Maintain trackers for pending snags, corrective actions, complaints, maintenance requests, and outstanding operational issues.
5. Collect and consolidate information from site supervisors and operations teams to ensure timely and accurate reporting.
6. Prepare and update manpower attendance reports, deployment records, and other operational performance trackers.
7. Process administrative transactions through company systems and online portals, including permit applications, renewals, and related documentation.
8. Upload and maintain police receipts, payment receipts, invoices, and supporting documents in the relevant systems.
9. Maintain petty cash records, track expenses, and coordinate the submission of receipts and supporting documents for reconciliation.
10. Assist in preparing presentations, Excel reports, and operational dashboards for management review.
11. Follow up with site teams to ensure identified snags and non-compliances are addressed and closed within the agreed timelines.
12. Maintain proper filing and documentation of inspection reports, checklists, photographs, and other operational records.
13. Coordinate with internal departments and site teams to collect information required for audits, client reports, and operational reviews.
14. Perform other administrative and operational duties as assigned by the reporting manager.

Qualifications

Minimum: High school certificate or equivalent.

Preferred: Diploma or bachelors degree in business administration, Office Administration, or a related field.