DUTIES AND RESPONSIBLE FOR / AUTHORISED TO:
Run reception/front desk: greet visitors, manage calls, visitor logs/badges, meeting room readiness, mail/courier handling.
Coordinate with landlord/building on repairs, access, utilities, cleaning, security, and pest control; open/track cases to closure and maintain a facility incident register.
Purchasing support (IT/Facility & assigned categories): obtain quotations (3 quotes where applicable), prepare PRFs, draft POs, track deliveries/GRN, check invoices vs PO/DO, and submit to Finance on time.
Provide L1 IT support: account setup, password resets, Microsoft 365, VPN/Wi-Fi, printers, meeting room AV; prepare/maintain laptops and peripherals; keep IT asset inventory up to date.
Support implementation and day-to-day management of the new WMS (user roles, master data hygiene, scanner/label printer readiness, GR/GI, cycle counts, exception handling, quick guides/user training; liaise with IT/vendor).
Manage office fixed assets and low-value consumables (tagging, register accuracy, issuance/returns, periodic counts, disposal proposals, replenishment to min–max).
Maintain orderly records (PRF/PO/Invoices, facility logs, IT/WMS asset registers) and produce weekly/monthly summaries.
Authorised to:
o Open facility/IT/vendor tickets and coordinate with external parties.
o Request quotations and prepare PRFs/POs within the approved workflow.
o Reset user passwords, create/disable user access, and issue/recall IT assets under approved checklists.
o Schedule contractor/visitor access and arrange service works, all within the company’s approval matrix and budget.
Including QMS and HSE
• Comply with company QMS procedures (document control, records retention, change control for WMS/IT), and support internal/external audits (QMS/HSE/IT).
• Ensure completeness/traceability of procurement and asset records; maintain ≥98% accuracy for IT/office asset registers.
• Enforce basic IT security hygiene: access provisioning/de-provisioning, endpoint patch/AV status checks, secure disposal of media, and incident escalation.
• Apply HSE requirements for contractors and deliveries (e.g., site induction, PPE, permit/authorization where applicable, safe loading/marking of protruding loads, housekeeping).
• Report hazards/near-misses promptly; support toolbox talks/briefings for facility or vendor works.
ACCOUNTABILITY
Service quality at reception (call pickup/visitor wait time) and accuracy of mail/courier handling.
Facility case closure lead time and on-schedule completion of preventive tasks.
IT helpdesk responsiveness and first-call resolution rate; integrity of IT asset inventory.
PRF→PO cycle time; on-time and complete invoice submissions (no missing documents).
WMS user adoption, transaction and cycle-count accuracy; office asset accuracy ≥98%; consumables kept within min–max targets.
Compliance with QMS/HSE and information security policies; zero major audit non-conformities.