Facilities Administrator

4 weeks ago

Durban, South Africa Tsebo Group Full time

**About Us**:
Tsebo Facilities Solution is looking for Facilities Admin to Provide secretarial, administration and business support to a team of management.

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people - the heart of Tsebo - is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell

**Duties & Responsibilities**:
**Generic Objectives**

Provide a secretarial function to the TFS management team incorporating the following:

- Maintain and manage a filing system for the division, including employee HR files.
- Assist staff with any HR queries (i.e. leave, sick leave, overtime, medical aid, retirement fund etc.)
- Assist with the completion of HR documents as and when required.
- Co-ordinate interviews with the Snr FM, HODs, HR and shortlisted applicants
- Arrange new staff inductions with HR, Regional Compliance Manager and Site induction with the clients SHE team.
- Assist with the coordination of annual staff medicals ensuring that medicals are received.
- Assist with the completion of IOD forms as and when required and submit to COID ensuring that forms are uploaded to TseboNet.
- Prepare and send employee leave and wage variations to HR and Payroll
- Answer telephone calls & taking messages for departments if they are unavailable.
- Maintain the upkeep of the TFS boardroom.
- Typing of client and SHE minutes, documentation & reports within set timeframes for distributing to the relevant parties
- Schedule Client, service provider and adhoc meetings for the team
- Set up reminders for submission of inspections reports such SHE inspections.
- Manage and reconcile Petty Cash
- Upload documents on Client portal - Saziswa, e.g. Energy reports, H&S documents etc. including updating of the weekly menu.
- Site TseboNet folder to be updated, e.g. CAR’s, Comms, Toolbox Talks, Training registers, HR related documents etc.
- Assist with internal and external audits.
- Assist with the preparation / compiling of monthly reports together with the management team.
- Arrange staff functions, e.g. staff year end party, client year end function, staff braai’s etc.
- Co-ordinate staff training as and when required.
- Assist with preparing and consolidating of employee KPA’s.
- Assist with any overflow from helpdesk.
- Assist in pulling helpdesk report when required.
- Assist in closing work orders.
- Assist with work order distribution, follow ups and closing in the absence of the Softs Supervisor.
- Provide support to TFS site personnel as and when required / agreed with management.
- Meeting room bookings for internal requests and external hires.
- Interact with client to provide and process information in response to inquiries, concerns, and requests about services.
- Keep up to date with business developments and strategic objectives within the environment.
- Record keeping of Satisfaction surveys.

**Helpdesk Reports**
- Generate reports as requested by Management and as per the schedule of reports.
- Produce monthly performance & productivity graphs / stats for compiling into the Client monthly report including the compliments and complaints report (SLA report)
- Run daily/weekly/monthly work analysis reports for the departments.
- Escalate unattended work analysis reports to the Snr Facilities Manager within 24 hours.
- Identify additional reporting requirements with relevant users/managers and communicate these to the Snr Facilities Manager
- Obtain statistical information regarding work orders and distribute these to the related departments

**Promote good teamwork among colleagues**
- Ensure there is adequate cover when leaving your board and notify your colleagues of where you are.
- Discuss conflict issues with colleagues away from the work area.
- Inform operators and manager of changes and updates on information

**Promote excellent customer service as the first point of contact for South African Sugar Association**
- Always answer calls in a cheerful, friendly manner
- Smile when you answer a call.
- Never raise your voice and always offer to assist a caller.
- Understand what it means to go the extra mile.
- Always project a professional, friendly image and use professional terminology and never adopt an “over familiar” approach

**Ad Hoc**
- Any reasonable action requested by management

**Skills and Competencies**:

- Good Communication Skills
- Initiative & Problem-Solving Skills
- Excellent Computer Skills
- Knowledge of equipment, materials and suppliers used in facilities management.
- A custome

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