Transguard Group was established in 2001 and has diversified significantly. We lead in the fields of Cash Services, Security Services, Manpower Services, Facilities Management & Aviation. Transguard Group is the UAE’s most trusted business support and outsourcing provider and has a large, dynamic, and culturally diverse workforce with 50,000 employees!
We are currently recruiting for a Senior Administrator - Facilities Management to join our Facilities Management team located in Dubai.
Scope: Responsible to handle all day-to-day administrative tasks efficiently and to provide overall support to the Facilities Management, Transguard Living and Kitchen Maintenance Solutions for their successful operations and growth. To act as focal point of contact between Operations and other support services. Accountable to ensure the operational needs are furnished by following the organizational policies and procedures.
Financial
- Ensure the contracts are created and raised in the system for necessary approval and signoff on time
- Constant follow up with stake holders to manage the SLA
- Handling of petty cash and reimbursement process on time along with monthly audit with petty cash float owners
- Processing monthly and ad hoc invoices efficiently and updating the status to ensure revenue flow
- Monthly consolidation and reporting of Time & attendance
- Handling and coordinating with support services and FM operations on fines, deductions, etc.
- Asset management of FM assets like machinery, tools, etc. to reconcile with Finance registry
Customer
- Providing hands on support to FM operations in terms of payroll, transport, concept evolution quote creations, Store requests, shifting notice, ICT support tickets, allowance linking, printing asset tags etc.
- Arranging required passes like JAFZA, Airside passes, etc. for staff deployment
- Handling vehicle requests for the operations and maintaining its record
- Build and maintain relationship with Operations and internal stakeholders
- Timely response and update to Operations and Senior team on monthly and Adhoc variation invoices
- Coordinate with billing team and collection team on handing over checks, receipts etc.
- Raising invoices accurately to avoid credit notes and financial impact
Process
- Reconciling monthly stock reports and liaise with Finance
- Raising procurement query forms and purchase requests correctly and efficiently to support operations
- Updating legal team with necessary purchase orders and contracts
- Updating Salesforce for supporting weekly sales meeting and presentations
- Raising monthly and ad hoc variation invoices on Oracle and client portals without any delays and errors
- Managing an updated monthly tracker for credit notes, monthly and ad hoc variation invoices
- Maintaining all necessary PO/ word orders, quotes, and supporting documents related to the IFS billing in its relevant folder
- Seeking necessarily follows up on credit note, invoice approvals, etc.
- Creating NCAF (New customer approval form) in oracle as per the new mobilization and deployment
- Creating rate master requests in oracles related to billing cycle for AMC and new contracts
Innovation
- Proactively identify areas of improvements in managing day-to-day tasks
- Provide continuous support to Admin manager and work closely with him/her to identify areas of improvement
- Manage additional tasks as per the business unit and organization demand
- Review monthly invoice reports, unbilled revenue details and submit it to Senior Management
