Facilities Assistant, UCN-Operations at Aga Khan University Hospital

Job Purpose/Summary 

Reporting to the Team Leader & the Specialist, the Facilities and Operations Administrative Assistant will provide crucial administrative, clerical, and logistical support to the Facilities and Operations department.

Key Roles and Responsibilities 

• Serve as the first point of contact for the department, handling phone calls, directing visitors, and managing all internal and external correspondence.
• Maintain and organize comprehensive electronic and physical filing systems for critical documents such as contracts, service agreements, blueprints, maintenance records, and asset inventory
• Manage the departmental calendar, schedule and coordinate meetings, prepare meeting materials, and draft minutes for review.
• Manage the office's main phone line, emails, and incoming/outgoing mail
• Draft, proofread, and distribute official communications, memos, and reports for the Facilities and Operations department.
• Create and update databases (e.g., vendor lists, asset registers)
• Compile routine operational reports for management.
• Administer the campus work order system, logging incoming service requests, prioritizing urgent tasks, and coordinating with maintenance staff or external contractors for timely resolution.
• Liaise with and coordinate various service providers and vendors (e.g., cleaning, catering, security, landscaping).
• Assist with maintaining accurate inventory records of facilities assets, furniture, and equipment, including tagging new items, tracking movement, and arranging for disposal of obsolete items in line with university guidelines.
• Provide administrative support for facilities-related projects and campus events, which can involve gathering data, preparing documentation, coordinating logistics, and ensuring proper room setups and necessary technical support.
• Monitor and maintain adequate inventory levels of all office supplies, stationery, and kitchen consumables.
• Assist in preparing simple expense reports and petty cash reconciliation.
• Attend and take accurate meeting minutes (if required by the supervisor).

Relevant Experience and Qualifications 

• At least a diploma in Office Administration or a related field.
• Minimum of 3 years’ experience in a similar position
• Travel function related experience
• At least 1 year of working experience in a similar role 
• Proficient in MS Office applications
• Excellent customer service skills
• Excellent interpersonal/communication skills
• Excellent telephone handling skills
• Excellent organizational skills
• Demonstrated ability to work in a team as well as independently