Facilities Administrator

2 weeks ago

Cape Town, Western Cape, South Africa Clicks Group Limited Full time

Listing reference: 016983
Listing status: Online-
Position summary

Industry:
Wholesale & Retail Trade

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Job category:Property and Real Estate
Location:Cape Town

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Contract:Permanent
Remuneration:Market Related

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EE position:Yes
Introduction

  • We are looking to employ a Facilities Administrator to work within our Property & Store Design Department. This role be based at our Head Office in Woodstock, Cape Town and report to the National Maintenance Manager.
    Job description

Job objectives:

  • To support the Facilities Management team with (amongst others) the following: raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping.
  • To liaise with third party supplier / contractors, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), including attending monthly supplier review meetings.
  • To support the Facilities department in delivering a consistent and efficient service across the site including ensuring that all Planned Preventative Maintenance (PPM) schedules are up to date and that any remedial works(s) are undertaken quickly.
  • To act as first point of contact within the Facilities office (specifically with regard to airconditioning services) during working hours to ensure phone calls are taken and queries are dealt with in a time effective manner.
  • The monitoring and responding to job requests, including liaising proactively and reactively with internal and external stakeholders.
  • To ensure that supplier and contractor vetting is done effectively.
  • To provide other administrative and operational/coordination support to the Facilities Manager, within the Woodstock office's Facilities department.
  • The production of monthly reports identifying performance against agreed targets and budgets
  • The production of weekly reports identifying work completed against worked logged on 4Me system.
  • To maintain internal systems and work flow and advise Building Management Team on Administrative best practice
  • To perform administrative tasks which include the managing all incoming mail, typing of minutes with accuracy and circulate in a timely manner
  • To prepare a variety of management reports and electronic presentations including overall design and extraction of data.
  • To maintain both soft and hard copy filing systems, ensuring consistency and support management team where required.

Minimum requirements

Job related knowledge:

  • Experience managing and monitoring FM contracts and service level agreements (SLAs)
  • Experience working with and supervising contractors and suppliers

Job related skills:

  • Numerate with experience of dealing with purchase orders and suppliers
  • MS office packages such as Word and Excel is essential
  • Ability to work in a fast paced and evolving environment

Job experience:

  • 23 years office administration experience
  • 23 years financial administration experience

Education:

  • Essential: Matric preferably with Maths and English or equivalent
  • Desirable: Qualification in customer service or business administration is desirable.

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