Facilities Administrator

2 weeks ago

Johannesburg, South Africa Centurion Growth Full time

**Overview of the role**:
The Facilities Administrator will work closely with the Head of Facilities Management to support all facilities activities. The Administrator will be the first point of contact for internal and external customers seeking support and information from the Facilities Management Department.
Main Responsibilities
Inspection and Audits
Conduct and facilitate the Quality Assurance Auditing Process.
Assist Residence Managers with conducting regular condition audits of assets, buildings, plant and infrastructure.
Audit the monthly health and safety meetings and ensure that minutes are filed and submitted to the Facilities HOD
Health & Safety
Report incidents and complete incident investigations in conjunction with the Assistant Maintenance Manager, as and when required.
Monitor the Health and Safety Equipment/Systems Service dates.
Coordinate the completion of all H&S Checklists monthly, and file these in the H&S Filing Cabinet.
Ensure that annual residence fire drills are recorded
Ensure that Health & Safety Committee meetings are scheduled timeously
Assist in ensuring that all contractors working within residences are H&S compliant
With assistance of the Assistant Maintenance Manager, monitor that all staff are trained in their specific H&S tasks and comprehensive records of training are kept on site and forwarded to Head Office for each employees personal file
Administration and operational
Assist with preparation of Maintenance plans
Daily follow up with contractors/internal staff regarding work information
Assist with allocation of Work Orders to contractors/internal staff
Distribution of Work Orders
Monitoring the execution of planned maintenance orders which include status reports of maintenance plans
Assist with compiling and creating of task lists and procedures and the uploading thereof into Hi-Res
Assist the Head of Facilities in all aspects of project implementation as needed
Support the Head of Facilities Management with external contacts as needed
Represent the Facilities Management Department in inter-departmental meetings to support and facilitate communication and action between departments
Independently maintain and update administrative policies and processes
Set up, maintain, and organize department's central files, information, filing, and messages
Assist facilities staff in locating parts, supplies, and materials
Prepare and maintain RFPs, bid information, and other contract documents
Prepare internal bill-backs and documents for events supported by the Facilities organization
Manage monthly supplier invoices and load onto fusion system
Keep track of monthly accruals
Monitor all FM administration on a daily basis and populate the FM dashboards
Monitor consumption data and alert management where necessary
Follow up with PPM dates with RMs
Skills Required
This position requires an intelligent, hard-working self-starter, who is able to work individually and in a team environment. The following is a summary of skills, experience and personality traits that are required:
Strong written and oral skills
Multi-tasking in a fast-paced environment
Knowledge of Microsoft Office programs
Strong problem-solving skills
Time management skills
It is essential that the individual has understanding in the following business areas:
Maintenance Management Operations knowledge;
Knowledge of Occupational Health & Safety Act;
Knowledge of Procurement Processes;
Must be Microsoft Office proficient

**Qualifications**:
**A minimum of**:
Grade 12
Operations or Facilities Management Diploma preferred
1 to 3-year relevant experience
Strong written and oral skills
Multi-tasking in a fast-paced environment
Knowledge of Microsoft Office programs
Strong problem-solving skills
Time management skills

Remuneration will be market related. Our client reserves the right to amend or withdraw this advertisement without notice.

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