Facilities Administrator - JHB - Central at AFMS Group

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


Secondary Duties — Office Administration


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


Invoices


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


Control and Maintain Stock


Monitoring and ordering stock as necessary


Helpdesk / Call Centre Administration


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


Customer Care / Frontline Reception


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
It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.
Prescribed procedures may be amended by management as and when required.


Qualification Requirements and work-related experience


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