Junior Administrator

client of Hirelabanese

The Junior Administrator is responsible for organizing, tracking, and coordinating various administrative and documentation tasks related to facility management. This includes managing schedules, overseeing contracts, handling billing and collections, and providing support for General Assemblies and tenant inquiries, ensuring accuracy, compliance, and efficient operations



Responsibilities


Organize and maintain the yearly schedule for all General Assemblies, including scheduling, logistics, convocations, and minutes.

Document and manage all Facility Management contracts, including tracking contract end dates, renewals and insurance policies.

Ensure timely billing and issuing of invoices based on contract terms, assembly decisions, and other financial directives.

Perform regular budget control and prepare reports on real expenditures (quarterly, semi-annually), coordinating with the accounting department.

Collaborate with the Accounting and Collection teams for updates on statements, credit notes, corrections, and collections.

Monitor billing and collections related to fuel/generator services and oversee receivables, issuing regular reports on outstanding amounts.

Supervise the administrative processes for new contracts, including notary fees, fiscal stamps, initial billing, and collection of advance payments.

Document and track committee meetings, building regulations, and special events.

Receive, track, and respond to tenant claims and complaints, providing prompt and professional follow-through



Qualifications


Bachelor s degree in finance, Accounting, Business Administration, or a related field.

0-3 years of experience in a corporate environment, preferably in sectors like banking, insurance, or law.

Detail-oriented, proactive, and highly organized.

Strong communication and interpersonal skills.

Proficiency in Microsoft Office Suite and record management software.