Commercial Services Assistant

Job description

Yalelo Limited is seeking a proactive, detail oriented, and resourceful Commercial Services Assistant to join our fast-paced Commercial Services Department. This role plays a central part in supporting operational excellence through effective administration, systems management, procurement coordination, and asset tracking across all commercial facilities. The ideal candidate will not only manage day-to-day administrative tasks but also act as the Fiix CMMS Champion, ensuring that maintenance workflows, requisitions, and work orders are executed seamlessly. This role bridges the gap between stores, engineering, procurement, and project teams to ensure efficient service delivery across multiple operational sites.

Key Responsibilities

CMMS Administration (Fix Champion)
Serve as the primary administrator and super-user of the CMMS (Computerized Maintenance Management System).
Create, track, and close preventive and corrective maintenance work orders.
Coordinate system updates, data accuracy, and performance reports to improve maintenance efficiency.
Train users and monitor compliance with maintenance reporting standards.
Requisition and Order Tracking
Prepare and track material and service requisitions for all Commercial Services operations.
Ensure purchase orders are aligned with approved budgets and project timelines.
Maintain an up-to-date requisition and delivery tracker, coordinating with Procurement, Finance, and Vendors to ensure timely order fulfilment.
Verify invoices and deliveries against purchase orders before submission for payment.
Stores Coordination and Project Facilitation
Liaise with Distribution Centres and Retail Stores on supply needs for consumables, maintenance materials, and project requirements.
Facilitate site communication on ongoing projects, ensuring timely feedback loops between store teams, contractors, and the Commercial Services office.
Support project documentation — including BOQs, project updates, and site progress photos.
Asset and Lease Management
Maintain an updated asset register for equipment, tools, and infrastructure under Commercial Services
Support lease administration by tracking renewals, payment schedules, and documentation for all leased properties.
Coordinate with landlords and internal departments on facility maintenance and compliance matters.
Administrative and Operational Support
Manage correspondence, filing, and internal documentation for the department.
Support preparation of presentations, reports, and dashboards for management meetings.
Ensure departmental expenditure and consumables usage are properly recorded and monitored

Qualifications

Bachelor’s degree in business administration, Accounting, Engineering, or a related field.
Minimum of 3 years’ experience in an administrative, commercial, or maintenance coordination role
Working knowledge of CMMS platforms (Fix, Upkeep, etc.) is an advantage.
Strong proficiency in Microsoft Excel, PowerPoint, and data tracking tools.
Excellent communication, multitasking, and problem-solving abilities.
High level of integrity, attention to detail, and ability to manage multiple priorities simultaneously.

Must have skills

Strong Communication
Flexibility & Adaptability
Team Player
Reliability & Time Management
Problem-Solving Skills
Emotional Intelligence & Awareness

Good to have skills

Computer Literacy
Excel Experience
Digital Awareness