Facilities Administrator

SUMMARY:
Position Summary
Multidisciplinary role incorporating various tasks and duties related to Office Administration, Customer Care / Frontline Reception (receiving of client's guests, answering telephone calls for switchboard) & Helpdesk (processing work orders on CAFM system) for client in all regions.

POSITION INFO:
 
Key Accountabilities or Principal Responsibilities
 
Primary Duties
 

• Office Administration
• Helpdesk / Call Centre Administration
• Customer Care / Frontline Reception
• Managing of all Contractors and Suppliers
• Liaise with all client requests
• Liaise with the Landlord regarding landlord-related issues
• Ensure all facilities related issues are attended to timeously
• Ensure OHS files are reviewed monthly

• Work closely with operations teams and HO Finance to ensure efficiencies in procurement requirements and deliverables
• Provide relevant PO status reports as requested
• Prepare PowerPoint presentations
• Take and type minutes for operational and Management meetings
• Assist with functions and events
• Perform ad-hoc administrative tasks as required

• Collect all invoices and timesheets from contractors
• Allocate and capture all invoices for payment to creditors
• Sort and check Supplier Invoices; compare invoice to order and attach order to relevant invoice
• Ensure address and VAT numbers on invoice are correct
• Add all invoices and statements to Control Sheet
• Forward to Head Office for payment

• Monitoring and ordering stock as necessary

• Receive all help desk tasks from clients
• Ensure all calls, however received, are logged onto the Help Desk IT system
• Forward all tasks to the responsible parties
• Input time frame onto help desk through Task Classification
• Follow up that the task was successfully allocated
• Monitor Task classifications and initiate system faults for correction by IT dept.
• Produce daily report on all requests logged on help desk for the facilities Coordinator highlighting present status
• Ensure all completed tasks are closed
• Highlight incomplete tasks and drive for closure
• Follow up on outstanding issues
• Update task status for client information
• Report to on-site Facilities Manager

• Respond to all calls in a professional manner, ensuring a professional image is projected at all times
• Communicate all telephone messages to the intended person as promptly as possible
• Ensure confidentiality of privileged information at all times; apply discretion when handling information and pass sensitive issues to the relevant manager
• Deal professionally with international visitors and VIP guests
• Schedule and organise meetings and appointments
• Diary management and bookings for meeting rooms
• Prepare for meetings by ensuring that the venue is in order
• Maintain reception appearance and adherence to business etiquette
• Efficient receiving of clients, contractors, and visitors
• Courier facilitation
• Management of deliveries and receiving
• Reception security
• Deal with any reception issues and bring to the attention of the correct person

• Grade 12
• 2–5-year experience in Facilities management environment
• Computer Literate in MSOffice
• Experience of contract administration
• Experience in writing and presenting reports
• Knowledge of pre-planned maintenance services advantageous

• 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
• 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

• 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