Business Support Administrator

Job Purpose:Business Support Administrator is a full-time role within the Facility Management (FM) team responsible for supporting and centralized FM related activities at managed locations in Qatar. She/He is considered to have and maintain an excellent understanding of the locations, the services provided, its internal and external users to improve on workplace experiences and customer satisfaction.The Business Support Administrator provides support to the Facility Management team, but specifically to the Soft Services manager and facilities manager. He or she plays an important role in the department’s l administration, Group Record Management, Plan on, Catering system and provides administrative support. In depth analysis activities are carried out for multiple contracts with a focus on soft services and front office. On a regular basis the Soft Services Admin it is expected to support the day today task and supporting to keep the HSE assurance consumable, stationeries tracks meetings actions with the various interfaces. (Soft and catering service provider, Plan on, share folder management, etc.)Typically, the role will analyse and support administrative processes of the following services which directly impact and are therefore highly visible to all users of our portfolio:Job Duties & Responsibilities:To prepare HSE assurance documentation (Safety walk reports and updates, Shell Real Estate HRA, Update Self-governance plan and gatekeeper for SRE HSE documents for audit purpose, coordinating to revalidating process documents etc.)Act as Catering document controller (Documentations, records management, track of catering request).Ensure track and reports for Stationary items and supplies as per SRE plan, i.e. quarterly updating documentations, prepare records management, prepare track excel sheet of soft service walks and prepare reports of actions done.Act as Help Desk Agent for SRE (Approval interface, hard and soft including catering services,).Planon (super user, Local gatekeeper, access permission, interface with Planon).Meeting Room Arranges for SRE (interface with Planon and service provider team for adding removing meeting rooms).Space Planning for SRE (ensure and support service provider is updating necessary documentations in planon, Re-visual and occupancy register/ Quarterly review).Accountabilities:Provide support to keep track and take ownership of HSE assurance (safety walk, audit evidence) and management documents of local HSE arrangements to deliver Goal Zero, TQ Energy efficiency and compliance with workplace/building regulations, licenses & consents etc. No interface with Sodexo Activities.Admin Supports the Soft Services Manager and Facility Manager on a day to day basis with annual, monthly and weekly business planning and performance management for FM and Catering contract including workplace HSE plan, business controls and reporting.Prepare Quality and document control of related administrative processes. Minutes of Meeting, SRE MI reports, (HSE) action trackers etc. SharePoint management and record keeping for SRE.Admin Support to keep Tracks of catering administration processes, checks catering request and coordinate and update meals management data and internal charges, special requests, events and liaise with RE focal point and SBO team for timely invoicing.Analise catering forecasts and demand management with Food Monitors and prepare reports for Soft Services manager.Responsible for timely submission and quality of catering data, internal charges and invoicing. Qualification : bachelor’s degreeMinimum 5 years’ experience in Same fieldDiploma in Computer or equivalent