Admin and Facilities Assistant (PEZA)

The Admin and Facilities Assistant will support its Facilities and Compliance team. You'll help look after PEZA-registered assets, keep reports accurate, make sure regulatory requirements are met, and keep day-to-day facilities operations running smoothly. The role covers asset tracking, PEZA transaction processing, document control, and everyday facilities coordination, all to maintain a safe, compliant, and well-functioning workplace.

• Keep the inventory of PEZA-registered assets, such as equipment, BPT assets, and furniture, accurate and up to date
• Help with asset tagging, tracking, and reconciling PEZA and non-PEZA assets
• Monitor asset movements, transfers, borrowings, and disposals, making sure each is properly documented
• Check that asset documents are complete, including invoices, import permits, and PEZA approvals
• Assist with regular physical inventory counts and asset verification

• Help prepare and submit PEZA reports, such as farm-in and farm-out transactions, transfers, and disposals
• Make sure documents meet PEZA standards and audit requirements
• Keep audit-ready files, both digital and physical
• Coordinate with PEZA officers and internal teams on compliance requirements

• Prepare regular asset monitoring reports and variance analyses
• Look into discrepancies and work with the concerned teams to resolve them
• Maintain an accurate asset database and tracking system, whether in Excel or a dedicated system
• Provide data and documents needed for internal and external audits

• Provide day-to-day administrative support to the Facilities team
• Prepare reports, presentations, and other documents as needed
• Schedule meetings and handle logistics for audits, inspections, and vendor visits
• Help with procurement paperwork and coordinate with vendors on asset and facilities needs

• Bachelor's degree preferred, or equivalent work experience
• 2 to 3 years of experience in administrative, facilities, asset management, or compliance roles
• Experience with PEZA compliance and systems (eZTS, eIPS, AEDS) is an advantage
• Proficient in Microsoft Office, especially Excel for tracking and reporting
• Strong organizational and coordination skills with great attention to detail
• High accuracy and a strong sense of data integrity
• Good documentation and record-keeping skills
• Good communication skills and the ability to coordinate with different stakeholders
• Proactive and a good problem-solver