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Fit - Outs Administrator

1 month ago

Cape Town, South Africa V&A Waterfront Full time
Job title : Fit - Outs Administrator Job Location : Western Cape, Cape Town Deadline : December 14, 2024 Quick Recommended Links
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The following job objectives  relevant to this job:

Administration and Support

  • Provide coordination and administrative support to Project Managers
  • Take and timeously distribute meeting minutes
  • Assist Project Managers with daily tasks as needed
  • Set up and compile information for technical meetings and provide feedback to tenants
  • Liaise with Tenant/s Main Contractors regarding indemnity documents
  • Follow up on and store signed indemnity documents and H&S files
  • Arrange and assist with pre-opening inspections
  • Ensure relevant documents are received before pre-opening inspections
  • Team action for Technical and Projects Installation Meetings
  • Maintain Project Installation Management database, data and filing system
  • Manage Council Submission documents and approvals
  • Suggest improvements and solutions on problems within field of responsibility to ensure best practice
  • Assist Fit-out manager & Project Managers with project related documents (Fit-out Manuals, Specification documents,  
  • Assists CAD manager with maintaining the V&AW CAD system and base plans.
  • Assists CAD manager with large scale format printing for the business
  • Assists CAD manager with managing and coordinating drawing requests internally for the various departments:
  • Development, Retail, Commercial, Marine, Operations, Finance department
  • Externally for the various stakeholders ie. Tenants, architects, building services consultants, precinct underground & bulk services consultants.
  • Assists CAD manager with managing and preparing overall building leasing plans, base plans, QS certificates for the new MRI finance & leasing system.  (Project still in planning phase)
  • Assists CAD manager with managing and updating the V&A CAD filing system
  • (As-built architectural and consultant’s drawings, precinct services drawings, tenant leasing base plans, archiving, document retrieval …etc)
  • Assists with transferring process
  • for drawings and documentation from drawings management systems to V&A CAD filing system such as B.I.W , Aconex, Blue-beam, BIM 360, Plannon, Autodesk Construction Cloud.
  • Project Management Systems
  • Assist with Development department support (Administrator) for PPO- Project Portfolio Office System
  • Load purchase orders and invoices onto MRI 

Reception Function

  • Perform a reception function
  • This includes answering telephones, emails, WhatsApp® messages, recording information, following up and returning calls

Secretarial Function

  • Manage the Senior Managers diary, and arrange appointments, including being responsible for all correspondence and documentation
  • Booking of meeting rooms and escorting of visitors and alerting the Senior Manager as the case may be

General Administrative Duties

  • Assist with general office duties: copy, scan, filing, scheduling of meetings, etc.
  • Deal with tenant/patron queries
  • Processing of invoices for payment 
  • Assist with the preparation of tender documents and ensure compliance with tender policy as well as arranging, chasing, and processing of subsequent purchase orders and or CAPEX forms

Stakeholder Engagement

  • Develop and maintain strong working relationships with all relevant stakeholders (internal /external)
  • General tenant and contractor liaison
  • Liaison between Project Managers and Property Department (Retail, Commercial, Marine & Industrial) as well as Operations department
  • Liaise with internal/ external customers regarding tenant installation queries
  • Interact with visitors and tenants to collaboratively address complaints
  • Liaise with tenant/Project Management’s outstanding approval documentation

Requirements

The following educational requirements relevant to this job:

  • Diploma / Bachelor's Degree in Business Administration

Advantageous:

  • Project Management Certificate
  • AutoCAD knowledge and Experience
  • Council Submission Process Experience
  • The following knowledge requirements  relevant to this job:
  • Administration of contracts and procurement processes
  • Planning, organising, document management
  • Project management and support
  • Fraxion (or related financial management knowledge)
  • Building/infrastructure/construction (industry knowledge)
  • Construction and Building Codes
  • Health and Safety
  • The following skills requirements  relevant to this job:
  • Diagnostic / Tactical thinking
  • Planning, organising and coordinating
  • Multi-tasking
  • Analytical and Detail-oriented
  • Logical Problem-solving
  • Collaboration
  • Financial/Numerical Acumen
  • Communication skill (both written and verbal)
  • People management
  • Customer service skill
  • Mechanical/technical reasoning

The following experience relevant to this job:

  • 3+ Years Relevant Working Experience

  • Administrative / Management  jobs