Gauteng: Facilities Administrator (KC Enstra) posted by Broll Property Group

POSITION PURPOSE Responsible for administration and coordination, procurement and management of work flow. Soft Services Contract and Event management. ESSENTIAL FUNCTIONS AND BASIC DUTIES 1. Assumes responsibility for the effective performance of all assigned administrative and support functions. Administration: All management and administration relating to Soft Services, Services included: Functions and Events Management, and Garden maintenance, Cleaning Administration, Contractor management, invoice receipting and purchase service requests as received and manage the delivery of these Open and close PTW procedure and complete PTW Manage contractors on site Capture all invoices once approved Request and follow up on all quotes requested by the client Monitor contractor response time to calls logged Draw up monthly standby duty roster and post out Draw up monthly staff overtime and submit to FM Receive, compile and action functions schedule for the following week Update the invoice schedule Carry out manual and digital filing on a regular basis Manage soft services and technical scheduled maintenance plan and update Bi monthly site walk downs with cleaning and grounds service provider Meet with Cleaning supervisor Source Soft Services Contractors and suppliers and process vetting procedure Soft Services contractor management request and ensure compliance of HSE files Meet monthly with main soft services, and attend weekly status meetings with client and FM Team present maintenance report. Participate in weekly functions meetings complete the functions schedule Daily walk with Cleaning supervisor – Assist with Schedules ensure compliance Attend client meeting when needed and take actions Reporting: 1. Routine Maintenance Schedule 2. Soft Service management 2. Assumes responsibility for establishing and maintaining effective communication and coordination among staff, client and contractors a. Acts as a liaison between the Company and all stake holders. b. Promotes goodwill and a positive image of the Company. 3. Assumes responsibility for related duties as required or assigned. a. Ensures timeous reporting and completion of all administrative and management and coordination tasks PERFORMANCE MEASUREMENTS 1. Administration, reporting, management and event management and support functions are performed accurately and timely. 2. Good working relations exist with area staff. 3. Assistance is provided as needed. 4. Effective coordination and cooperation exists. EDUCATION/CERTIFICATION: Matric. Facilities management course or general administration, office support course, computer literacy essential REQUIRED KNOWLEDGE: Knowledge of general administration and office support function, knowledge of procurement and invoice procedure advantageous EXPERIENCE REQUIRED: General office experience Experience within property management or facilities management environment advantageous SKILLS/ABILITIES: Well organized, excellent work ethic Good interpersonal and public relations skills. Cooperative and willing to assist others. Must be computer literate (Emails / Excel / Word)