Alexander Forbes: Facilities Administrator

The Facilities Department is looking for an Administrator to coordinate activites within the facilities department and be an interface between the various line functions of the department. This role will also be the primary point of contact with internal clients as well as external service providers. Ensure a positive client experience from all internal and external suppliers and occupants.

Minimum Requirements

FORMAL QUALIFICATION

• Grade 12
• Office administration qualification

 

EXPERIENCE

• Understanding of facilities management scope of services
• Knowledge of help desk systems.
• Undertanding of contractor management processes
• Understanding of procurement process
• Undertanding of works coordination
• Exposure to finance procedures / processes
REQUIREMENTS

Procurement
• Ensure vendor compliance to contract conditions in terms of invoicing, pricing etc
• Maintain a schedule of all contracted services and ensure facilities manager is aware of planned maintenance, termination dates, annual escalations etc
• Responsible for the overall procurement function for the facilities department. i.e. request quotes for management approval, place orders with suppliers, receive stock and ensure all is in order

Administrative duties
• Prepare minutes for team meetings as well as supplier contractual meetings
• Documentation management for the facilities department, which includes OHS reports, expenditure reports, work permits, processed invoices etc
• Co-ordination of activities within the team i.e. confirmation orders with suppliers, follow up on delivery as well as general logistical arrangements
• Undertake reasonable administrative duties as requested by management
• Collate all data on surverys undertaken by the facilities department
• Compile all maintenance reports as requested by management
• Fulfil adhoc task delegated from time to time

Manage helpdesk system
• Act as a point of contact for all calls logged with the facilities call centre
• Follow up on all overdue work orders
• Close all completed jobcards on the maintenance system
• Provide system generated reports as requested by management from time to time
• Regular service assessment needs to be undertaken

Finance
• Manage invoice verification and processing for the department
• Manage all aspects of financial process, ranging from work order, approval, as well as preparing invoices for approval

 

CORE COMPETENCIES

Cognitive
• Ability to work under pressure (high stress tolerance)
• Proactive / takes initiative
• Ability to work independently with limited supervision and to be a definite team player, when required

Intrapersonal
• Excellence Orientation
• Self Management (Planning, Prioritising & Time Management)

 

How to Apply

Click on this link to Apply online