Job Summary: The Contract Support will provide administrative and operational assistance in managing facilities and supporting the facilities account management team. This role will involve coordinating with internal and external stakeholders to ensure smooth facility operations, maintenance, and customer service.
Responsibilities:
Assist in the management of facilities accounts, including:
• Tracking work orders
• Maintaining accurate facility records (maintenance schedules, equipment warranties, and service contracts)
• Preparing and submitting facility performance reports
• Ensuring timely resolution of facility- related issues
• Coordinating with vendors and contractors
• Supporting account management team with contracts, proposals, and budget documents
• Monitoring service requests
Ensure financial accuracy and compliance:
• Alert on outstanding invoices and follow- up on past dues
• Ensure PO issuance, follow- up, and resolution of discrepancies.
• Collect accounts receivable.
• File necessary documentation for audits
• Monitor revenue/costs against run rates.
• Manage financial trackers and ensure accuracy.
• Maintain organized financial records (invoices, service reports)
• Perform accurate and timely month- end closing activities.
Execute administrative best practices:
• Act as primary point of contact for senior management, handling confidential information discreetly and professionally.
• Plan and execute company events, conferences, and meetings (logistics and vendor management)
• Coordinate complex calendars, meetings, and travel arrangements for senior executives.
• Streamline operations and enhance efficiency through policies and procedures.
• Prepare and review documents, reports, and presentations with accuracy and consistency.
Support broader initiatives and collaboration:
• Facilitate communication and build positive relationships.
• Collaborate with cross- functional teams on special projects and initiatives.
• Serve as a liaison between internal departments, external stakeholders, and vendors.
