Office Administrator

6 months ago


Cape Town, South Africa Bidvest Facilities Management Full time

**ROLE PURPOSE**

Providing support to the Executive and Facilities Management Team to effectively organize and manage areas under his / her jurisdiction and implement portfolio and operational strategy.

**MAIN OUTPUTS**

**1. Operational**
- Create and maintain preventative maintenance on the help desk
- Manage of contractors
- Conduct routine inspections, spot checks.
- Liaise with BFM procurement department service and follow any procedures as required
- Logging of calls and follow up
- Maintain an approved list of contractors
- Financial: Review and report on monthly variance consideration
- Identify with Soft Services Inspections, areas for improvement

**2. General Administration**
- Manage Admin activities such as parking, refreshments, catering, booking of meetings and venue and taking minutes
- Filing and submission of all documentation.
- Provide regular feedback to all relevant staff and stakeholders to ensure compliance with company policies.
- Collate, distribute and control sensitive information and reports to authorised persons only.
- Analyse, correct, consolidate and prepare all project related documents for reporting purposes.
- Update all relevant control mechanisms to reflect current situation accurately
- Communicate challenges / concerns to relevant stakeholders timeously.
- Assist in managing all areas of key customer relationships

**3. Health & Safety**
- Adhere to the BFMs Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
- Adopt and maintain ISO policy, procedures and standards for the site
- Implement any measures you may identify in accordance with the standards and procedures
- Meet and maintain H&S Audit results of 75% per audit

**4. Reporting**
- Prepare presentations for Operations/relevant stakeholders when required.
- Update and maintain all records, including guarantees, COC’s and approval documentation
- Compile and prepare statistics/reports ass and when required.

**5. Adhoc**
- Undertake such any other responsibilities as directed by Management.
- Responsible for further specific projects as delegated by the Executive.

**QUALIFICATIONS AND SKILLS**

**_ The Applicant must meet the following requirements:_**
- National Diploma in Administration or related qualification
- Certificate in Project management would be an advantage
- Grade 12
- Code B Driver’s License
- Minimum 5 years experience in a similar environment
- Customer services experience and knowledge of service level agreements will be advantageous
- IMS (Integrated Management System)
- Microsoft Office (Intermediate), SAP Knowledge

**FUNDAMENTAL COMPETENCIES**
- Good planning and organizational skills
- Initiative/Proactively
- Written Communication
- Service Oriented
- Attention to detail
- Business Acumen
- Decisiveness
- Display pursuit of excellence
- Maintain confidentiality
- Etiquette / Courtesy in Business
- Planning & execution skills
- Problem Analysis
- Demonstrate independence
- Relationship Building
- Listening
- Teamwork
- Good interpersonal skills


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