Job Title: Facilities Officer
Job Summary
The Facilities Officer is responsible for daily operational support of the property/office, and handles finance administration, invoice processing, vendor payment coordination, tenant rent and fee management, administrative document flow (such as company seal usage applications), and budget planning and control. This role requires close collaboration with internal teams, clients, tenants, and vendors to ensure that operational, financial, and administrative processes are accurate, timely, and compliant with internal control requirements.
Key Responsibilities
Operations
•Assist with daily facilities operations matters, including maintenance request tracking, work order coordination, document maintenance, and general administrative support
•Act as a communication point of contact between internal teams and clients/vendors, coordinating daily operational needs
Finance & Invoice Processing
•Responsible for purchase order (PO) creation, tracking, and expense data organization
•Verify vendor invoice details (amounts, service items, completion confirmation) and submit for payment approval according to company process
•Track invoice processing progress to ensure payment timing complies with vendor contract terms
Vendor Payment Support
•Track vendor payment request status and outstanding documentation items, maintaining complete payment records
•Assist in handling payment disputes or delays, communicating and coordinating with the finance department and vendors
Administrative Support
•Handle company document approval flow, company seal usage applications and registration
•Maintain the integrity and traceability of contract, invoice, and payment record files
Tenant Billing
•Assist with data organization, invoicing, and reconciliation for periodic charges such as rent and management fees
•Track tenant accounts receivable status, assist in handling billing inquiries
Utilities & Management Fee
•Assist with verification, allocation calculation, and payment tracking for utilities and other operational expenses
•Assist with management fee related data maintenance and periodic calculation
Budget Planning & Cost Control
•Assist with annual or periodic budget planning and expense forecasting
•Monitor the variance between actual spending and budget, flag overspending items and assist with the approval process
•Maintain expenditure records to support financial reporting and internal audit needs
Requirements (may be adjusted as needed)
•Experience in property management, facilities management, or administrative/finance-related work
•Familiar with Excel and basic finance/procurement system operations
•Detail-oriented, with good document management and communication/coordination skills
•Able to handle multiple tasks simultaneously and manage timelines
Location
On-site – Taipei, Taiwan, China
