Branch Administrator

1 week ago

Durban, South Africa Broll Property Group Full time

**POSITION PURPOSE**

Provide support to AIG Management, Staff and Broll Facilities Management Division.

Answer telephone calls and client's/visitors questions to ensure they are transferred/assisted correctly.

Prepare courier documents, letters, presentations, weekly and monthly facilities reports and maintain statistical data.

Prepare Incident & Accident reports and all other registers and ensure these are sent to the relevant parties concerned with all supporting documentation.

Plan, prepare and oversee specific projects and co-ordinate all branch functions, meetings, conferences and broker/staff training as assigned.

Co-ordinate and monitor all travel arrangements, both local and international for AIG management and staff.

Assists in overseeing third party service contracts, procures services and directs maintenance procedures by ensuring all contractors have the correct documentation and are escorted at all times.

Ensures that the building, grounds and equipment are well maintained and in optimal working condition.

Implements departmental and procurement policies and procedures and ensures that all operations are in accordance with the established health and safety regulations.

Ensures that services purchased are of acceptable quality in compliance with the procurement policy and that all payments are loaded and processed timeously.

Keep management well informed of area activities and significant problems.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**
- **
Assumes responsibility for effectively handling and managing the switchboard.**
- Operates the switchboard to connect, hold and transfer all incoming calls.
- Ensures that all incoming calls, questions and complaints are resolved in a timely manner by channeling calls to the responsible persons I departments.
- Provides general information to clients before transferring calls.
- Updates the telephone system by programming it with new information and changes as it occurs inside the company, within 24 hours.
- Ensures the relevant parties concerned are informed immediately if the telephone lines are down and arranges for the service provider/s to attend to the matter urgently.
- **
Assumes responsibility for establishing and maintaining effective communication and co-ordination with staff and management.**
- Plan, prepare and oversee specific projects and co-ordinate all branch functions, meetings and conferences as assigned.
- Co-ordinate staff training and meetings as assigned.
- Co-ordinate and monitor all travel arrangements, both local and international for AIG management and staff.
- Ensure management and staff are well informed of any contractor visits or maintenance scheduled to take place.
- Ensure that services purchased are of acceptable quality and that all payments are loaded and processed timeously
- **
Assumes responsibility for reporting effective maintenance and health and safety records**
- Prepares documents, letters, presentations, weekly and monthly facilities reports and maintains statistical data.
- Prepares Incident & Accident Report/s and ensures these are sent to the relevant parties concerned, together with all supporting documentation within 24 hours.
- Ensures that the building, grounds and equipment are well maintained and in optimal working condition.
- Ensures the relevant ATW and RAMS are obtained from the relevant parties concerned, before any work commences.
- Ensures an induction is done with Vendors, Suppliers & Contractors and Emergency Procedures supplied where applicable.
- Ensures the Contractor Checklist is completed and sent to the relevant parties concerned, together with all supporting documentation within 24 hours.
- Ensures Health and Safety files are kept on site for Vendors, Contractors and Trade Professionals.
- Ensures Health and Safety requirements are updated, including all Notice Boards and files.
- Assists with Fire Drills and Evacuation procedures and provides a copy of the Roll Call Register to the relevant persons concerned within 24 hours, together with a copy of the minutes as soon as these are received.
- **
Assumes responsibility for ensuring professional business relations with Vendors, Contractors, and Trade Professionals**
- Works to develop and maintain productive business relations with Vendors, Suppliers, Contractors and Trade Professionals.
- Acts as a liaison between the Company and external contacts.
- Ensures effective co-ordination of external services with Company operations.
- Obtains and conveys information as appropriate.
- Promotes goodwill and a positive image of the Company.
- Responsible to arrange and manage all events that take place in the AIG cricket suite at the Kingsmead Stadium.
- **
Assumes responsibility related duties as required or assigned**
- Ensures that work area is clean, secure, and well maintained.
- Completes special projects as assigned.
- Reports on any security incidents.
- Public Relations: Assistance to the PR I Marketing functions

**PERFORMA

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