Facilities Duties: Allocate and manage office space, ensuring it meets the organization’s needs. Overseeing and agreeing contracts and providers for services including security, parking, cleaning, catering. Supervise teams of staff including cleaning, maintenance and security. Overseeing maintenance and basic facilities, including HVAC systems, water, plumbing, and electrical systems. Coordinate with contractors and service providers for various facility-related services. Ensuring that facilities meet government regulations, health and security standards and energy efficiency requirements. Maintaining an inventory of office supplies and equipment, and ordering replacements as needed. Organize and coordinate office events and meetings, which may involve setting up equipment, furniture, and catering. Implement and promote sustainable and eco-friendly practices in the workplace. Communicate with employees to address their facility-related needs and concerns. Helping businesses relocate. Manage the upkeep of equipment and supplies to meet health and safety standards. Review utilities consumption and strive to minimize costs. Supervise all staff facilities staff (custodians, technicians, groundskeepers etc.) and external contractors. Control activities like parking space allocation, waste disposal, building security etc. Handle insurance plans and service contracts. Keep financial and non-financial records. Perform analysis and forecasting. Provide regular reports on facility performance and cost management to upper management. Procurement Duties: Select reliable sources of supply, Prepare, approve purchase orders, control price and quality, and ensure timely delivery of raw materials and supplies. Comply with Company and Project contracting policies and procedures and act within limits of delegated authority. Work with engineering, planning, project controls, construction, HSE and quality to ensure contractors deliver specified services on-time. Identify, develop and propose sources, solicit contractors, receive tenders, proposals and associated submissions. Undertake negotiation of contracts, including terms & conditions and pricing and delivery, monitor contractors' performance, measure work in progress and propose and negotiate changes to enhance contractors' support to the project. Ensure contractor's documentation, including proposal securities, insurance, bonds and performance securities are received in accordance with the contract and are safely stored. Ensure contractor documentation, including work specification products due in the initial contract stages which set the parameters of the contractor's performance of requirements, are received, reviewed and approved and implemented or revised and approved to meet the contract, as appropriate. Monitor contractor's performance, approve invoices with proper supporting documentation, conduct change negotiations, manage and negotiate claims, maintain contract files, closeout contract when completion has occurred and provide surviving documentation to responsible parties. Preparation of procurement plans identifying all key equipment, materials and third party contract services required. Detailing purchasing/contracting strategy, proposed vendors and budget cost estimates. Preparation of approved vendors list for project and RFQs to vendors. Evaluation of vendor bids and preparation of recommendations for award. Monitor suppliers and (sub) contractors to ensure performance compliance with the agreed terms. Verifying the confirmation and acceptance of the materials for invoice payment. Ensuring purchase change orders and variation orders are managed with appropriate approvals. Reviewing and processing of any claims against vendors for unsatisfactory equipment, materials or third party services. Preparation and issue of relevant procurement reports on a regular basis. Implement and Monitor continuous Improvement Systems and Processes Review and approve purchase orders and contracts. Establish relationships with the supplier market. Develop where possible supply agreements with vendors to maximise returns to both Worley and our Customers. Minimize costs through efficient work practices. Develop and promote cost effectiveness of Purchasing across Worley.

Successful improvement of cost effectiveness in travel coordination; Reporting to Head office on travel tracking of WPK personnel. Predominately coordinating travel and accommodation for 200+ employees, settling appropriate issues; Coordination of travel data with interconnected departments; Operating with landlords on behalf of foreign personnel on settling complaints and maintenance issues. Improving residence service level and consider relevant proposals; Timely update and distribution of all applicable registers related to Admin Department to management; Coordinated supply of mobile communications for personnel; validating related invoices; Continuously work with Providers on setting mobile connection issues; Preparing different kinds of reports, upon request. Contributed in organization of corporate events; Maintain compliance by personnel, contractors and subcontractors with established policies, procedures and practices in relation to the safe and efficient use of company facilities and resources; Provide regular performance feedback of Admin personnel to upper management.

Work with travel agency representatives on settling issues on travel arrangements; Arrangement of travel and accommodation; reviewing appropriate invoices. Travel register update; Timely notification of specific data to interconnected departments; Conducting meet & greet; coordinate transportation for travelers; Coordinate client ID cards are timely processed, ensure that relevant client access and safety courses are attended by personnel; Weekly add and update 80+ Admin personnel’s timesheet hours; Timely update 700+ personnel’s contract details into Extension list.

Providing efficient reception services and a range of administrative support services; Registering and coordinating distribution incoming and outgoing documents/ post/ fax; Reception and appropriate redirection of incoming phone calls. Receive messages if necessary; Coordinating, assisting and liaising with office security; admin assistance.