Business & Facility Support Specialist

The Business & Facility Support Specialist is a vital member of our team, providing essential support to ensure the smooth and efficient operation of the business. This role involves performing a variety of administrative tasks, including managing correspondence, organizing meetings, maintaining records, and assisting with day-to-day operations. The Support Specialist will work closely with team members and management to facilitate communication, streamline processes, and contribute to the overall success of the organization.

Essential Responsibilities:

• Manage incoming and outgoing correspondence, including emails, phone calls, and mail, and ensure timely and accurate responses or forwarding to the appropriate individuals.
• Maintain accurate records of facility-related activities, maintenance schedules, work orders, and expenditures, and generate reports as needed to track performance, monitor trends, and identify opportunities for improvement.
• Collaborate with external vendors, contractors, and service providers to coordinate repairs, maintenance services, and facility upgrades, and ensure work is completed on time and within budget.
• Coordinate site meetings, events, activities, VIP appointments, including scheduling room reservations, logistics, catering, and guest arrangements and preparation of meeting materials.
• Conduct inspections of facilities, identify maintenance needs and safety hazards, and take corrective actions or report issues to appropriate personnel for resolution.
• Prepare and distribute agendas, minutes, and other documents for meetings, ensuring accuracy and completeness of information.
• Maintain electronic and hard copy filing systems, including organizing and categorizing documents, records, and other materials for easy retrieval and reference.
• Assist with data entry, record-keeping, and database management tasks, ensuring data accuracy, integrity, and confidentiality.
• Perform general clerical duties, such as photocopying, scanning, faxing, and filing, to support day-to-day operations.
• Monitor and maintain inventory levels of cleaning supplies, maintenance materials, and safety equipment, office supplies and coordinate procurement and replenishment as necessary.
• Coordinate services, including cleaning and sanitizing common areas, restrooms, and office spaces, and replenishing supplies as needed to maintain cleanliness and hygiene standards.
• Respond promptly to facility-related emergencies, such as power outages, and take appropriate actions to mitigate risks and minimize disruptions.
• Conduct safety inspections and audits of facilities, identify potential hazards or compliance issues, and implement corrective measures to ensure compliance with regulatory requirements and industry standards.
• Support regulator audits for technical library duties and support the business Quality Management System to meet requirements.
• Perform periodic logistics and customs supplier quality performance audits.
• Adhere to company policies, procedures, and guidelines related to administrative processes, confidentiality, and information security.

Qualifications/Requirements:

• Proven experience in an administrative support role and basic facility management, preferably in a technical environment.
• Ability to work independently with minimal supervision and as part of a team, demonstrating reliability, initiative, and a proactive approach to problem-solving.
• Very strong organizational and time management skills, with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications.
• Excellent communication and interpersonal skills, with the ability to interact professionally with colleagues, clients, and vendors.
• Attention to detail and accuracy, with the ability to produce high-quality work and maintain thorough and organized records.
• Ability to work independently with minimal supervision and as part of a team, demonstrating initiative, flexibility, and a positive attitude.
• Discretion and confidentiality in handling sensitive information and confidential matters.
• Willingness to learn and adapt to new tasks, procedures, and technologies as needed.
• Excellent communication and interpersonal skills, with the ability to interact professionally with colleagues, vendors, and external stakeholders.
• Attention to detail and commitment to quality, with a focus on delivering high-quality services and maintaining cleanliness, safety, and functionality of facilities.
• Willing to oversee responsibilities onsite 5 days a week
• Basic contract administration skills
• Ability to develop or clearly document business processes, or the capability to develop this skill quickly with training and support.
• Experience working within an airport managed or similarly regulated facilities and/or administrative environment is not essential but is highly regarded.