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.<\/p>\n
Minimum Requirements<\/strong><\/p>\n FORMAL QUALIFICATION<\/p>\n \u2022 Grade 12 <\/p>\n EXPERIENCE<\/p>\n \u2022 Understanding of facilities management scope of services Procurement Administrative duties<\/strong> Manage helpdesk system<\/strong>
\n\u2022 Office administration qualification<\/p>\n
\n\u2022 Knowledge of help desk systems.
\n\u2022 Undertanding of contractor management processes
\n\u2022 Understanding of procurement process
\n\u2022 Undertanding of works coordination
\n\u2022 Exposure to finance procedures \/ processes
\nREQUIREMENTS<\/p>\n
\n\u2022 Ensure vendor compliance to contract conditions in terms of invoicing, pricing etc
\n\u2022 Maintain a schedule of all contracted services and ensure facilities manager is aware of planned maintenance, termination dates, annual escalations etc
\n\u2022 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<\/p>\n
\n\u2022 Prepare minutes for team meetings as well as supplier contractual meetings
\n\u2022 Documentation management for the facilities department, which includes OHS reports, expenditure reports, work permits, processed invoices etc
\n\u2022 Co-ordination of activities within the team i.e. confirmation orders with suppliers, follow up on delivery as well as general logistical arrangements
\n\u2022 Undertake reasonable administrative duties as requested by management
\n\u2022 Collate all data on surverys undertaken by the facilities department
\n\u2022 Compile all maintenance reports as requested by management
\n\u2022 Fulfil adhoc task delegated from time to time<\/p>\n
\n\u2022 Act as a point of contact for all calls logged with the facilities call centre
\n\u2022 Follow up on all overdue work orders
\n\u2022 Close all completed jobcards on the maintenance system
\n\u2022 Provide system generated reports as requested by management from time to time
\n\u2022 Regular service assessment needs to be undertaken<\/p>\n