Key Accountabilities/ Principal Responsibilities
PRIMARY DUTIES
- Reception and switchboard duties
- General office administration and assistance
- Events co-ordination
- Building and office maintenance managed through Forcelink
- Assist with overseeing all renovation, refurbishment and building projects
- Co-ordinate and implement awareness campaigns
- OHS compliance
- Visitor access
- Assist in manage designated sites
- Assist in managing sub-contractors
- Client liaison
- Invoicing submission and control
- Management Reports
- Implement and adhere to Processes and Procedures
- Assist with tenants and leases
- Ensure deadlines are met efficiently and effectively
- Support to the business and all departments
- Travel co-ordination and arrangements
- Archiving co-ordination
SECONDARY DUTIES
- Manage Designated Sites
- Maintain service levels
- Complete customer focus
- Provide pro-active inputs
- Feedback and communication to line manager
Manage Contractors
- Ensure a valid Service Level Agreement (SLA) exists and know all the SLA terms and conditions
- Ensure proper service delivery according to the SLA agreement
- Performance measurement and if needed institute non-conformances
- Approve service schedules
- Initiate and approve requests for service
- Follow up on outstanding Work Orders and Requests
- Ensure all planned maintenance activities are adhered to
- Ensure proactive approach by logging proactive calls on a daily basis
HSE Requirement
- Report all accidents and incidents
- Assist Health and Safety Committee
- Assist with OHS awareness campaigns
- Ensure OHS compliance
- Maintain servicing records
Client Liaison
- Regular Task Feedback to client
- Ensure client satisfaction
- Complete all / any client requests
- Feedback to Head Office
Invoicing Control
- Ensure quotations are received and processed for approval with line manager
- Compare invoices to Work Orders
- Reconcile invoices at end of the month
- Approve and process of payment within specified time frame and forward to Accounts
- Familiarise with the approved invoicing procedure and abide by them
- Ensure timeous submission of invoicing by Contractors
Qualification Requirements and work-related experience
- Grade 12
- Min 2-3 years’ experience in facilities management industry
- Experience in writing and presenting reports
- Good working knowledge of MSOffice
- Previous experience creating and maintaining budgets
- Basic understanding of Employment Equity
- Knowledge of creating Job Specifications
- Experience of contract administration
- Knowledge of pre-planned maintenance services
- Knowledge of safety, fire and emergency procedures
- Knowledge of Occupational Health and Safety Act and relevant legislation
- Knowledge of SLA’s
- Knowledge of basic technology in building (handyman, plumbing and construction)
People and Management Skill
- Good interpersonal skills
- Good and proven leadership skills
- Self-motivated
- Proactive
- Able to take control of situations
- Able to work under pressure and meet deadlines
- Able to meet deadlines
- Ability to adapt working structure
- Able to keep Contractors in line with agreed Service Level Agreements (SLA’s)
- Ability to communicate on high level
- Customer focused
- Self-motivated
- Integrity
- Punctual and time management skills
- Computer literacy skills
Key result areas
- Understand role of reporting to the business and clients alike
- Understand interworking with various teams to ensure client financial compliances
- Understanding that feedback and communication is critical to success
Interested? Submit your CV now.
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