Administrator

Job Title

Administrator

Job Description Summary

The Administrator (Hard & Soft Services) provides central administrative, document-control, purchasing, billing and workforce-record support across all Client sites, as a single Administrator covering all availability zones. The role ensures that operational records, attendance, tools and consumables data, work-order reports, purchase orders, invoices and client documentation remain complete, accurate and accessible. The role supports both hard and soft services and coordinates closely with the Facility Manager, Chief Engineer, site leads, vendors and client stakeholders.

Job Description

About the Role:  

• Maintain attendance, overtime and related workforce records for the onsite team, including daily timesheets for verification by Client Site Management, monitoring of overtime limits, and the per-person overtime breakdown attached to the monthly invoice. 
• Record and monitor the availability of tools, PPE, materials and hard and soft service consumables against the contract minimum PPE, tools and consumables list. 
• Maintain complete hard-copy and electronic work-order, job-completion, maintenance and service reports, and track work-order closure status to support PPM completion and WO accuracy KPIs. 
• Track purchase orders, invoices, billing records, supporting evidence and approval status, and prepare the monthly billing report and job completion report within D+7, free of errors. 
• Organise, store, label, print and retrieve company and client documents in accordance with document-control requirements, filed on the designated cabinet shelf with assigned ID-code labels and available on demand to the client, audit teams and authorities. 

• Support the monthly management report (due within the first five working days of each month), SLA/KPI reporting, manpower information, training records and audit requests. 
• Maintain current client policies, forms and templates, including draft reports, permits, JSAs and other required work-control documents, and monitor team compliance with them. 
• Handle queries from managers, site teams and vendors and follow up outstanding submissions, records and approvals.
• Maintain the licence and permit register (SLO/SLF, Damkar, K3 Umum and other periodic documents) and alert the Facility Manager ahead of expiry dates.
• Comply with the client's Safety, Security & Environmental Policy and handle Client Confidential information in line with client policy.

About You:

• Relevant experience in administration, accounting support, document control or a comparable role. 

• Experience supporting purchase orders, invoices, attendance, reports, work orders and operational records. 

• Administrative experience in a Data-centre, critical environment, or facilities-management setting is preferred. 

Why join Cushman & Wakefield?

As one of the leading global real estate services firms transforming the way people work, shop and live working at Cushman & Wakefield means you will benefit from;

• Being part of a growing global company;
• Career development and a promote from within culture;
• An organisation committed to Diversity and Inclusion

We're committed to providing work-life balance for our people in an inclusive, rewarding environment.

We achieve this by providing a flexible and agile work environment by focusing on technology and autonomy to help our people achieve their career ambitions. We focus on career progression and foster a promotion from within culture, leveraging global opportunities to ensure we retain our top talent. We encourage continuous learning and development opportunities to develop personal, professional and technical capabilities, and we reward with a comprehensive employee benefits program.

We have a vision of the future, where people simply belong.

That's why we support and celebrate inclusive causes, not just on days of recognition throughout the year, but every day. We embrace diversity across race, colour, religion, sex, national origin, sexual orientation, gender identity or persons with disabilities or protected veteran status.

We ensure DEI is part of our DNA as a global community - it means we go way beyond than just talking about it - we live it. If you want to live it too, join us.

INCO: “Cushman & Wakefield”