Facilities Administrator

**Direct Reporting Line**:
Facilities Co-ordinator

**IIE MSA**, formerly known as Monash South Africa, was founded in 2001 by Monash University. Since April 2019 we are part of The Independent Institution of Education (The IIE), a leader in the higher education sphere. The IIE is internationally recognised by the British Accreditation Council. IIE MSA, located on a 100-hectare campus in Ruimsig, Johannesburg, in the province of Gauteng. In addition to domestic (South African) students, IIE MSA is home to a diverse of cultures of students from 50 African countries.

**The IIE MSA Ruimsig campus in Roodepoort has a vacancy for a Facilities Administrator.***

**Duties and Responsibilities**

**Facilities Handyman**
- Take control of handyman work schedules, attendance and report any absentees to Facilities Coordinator.
- Conducting routine inspections of site and equipment. Detect and report the need for major maintenance repairs. Heavy items should only be moved with assistance and must be stored safely and securely in their original place.
- Regularly checks to performing preventative maintenance and identify issues with maintenance, mechanical failure, or breakdowns.
- Respond and attend to queries logged on the ticketing system in a timely and professional manner.
- Conduct performance assessments of company appliances, such as refrigerators, microwaves, stoves, ovens.
- Provide Facilities Coordinator with support and on maintain the site and equipment.
- Overseeing contractors when professional repairs are necessary.
- Prioritises health and safety in all job aspects.

**Maintenance Stock Control and Orders**
- Maintain a schedule stock count of equipment and issuing to handyman.
- Control the issuing and usage of tools - conduct regular toolbox inspections.Report losses, misuse, or stolen equipment immediately to Facilities Coordinator for further investigations.
- Advise Facilities Coordinator of any stock requirements to finalise any task/s to be actioned.
- Perform stock takes as per schedule and maintain records accordingly.

**Health and Safety**
- Ensure that all health & safety standards are adhered to, and checks are conducted on all related equipment and signage.
- Ensure that all tasks are actioned within the parameters of the OHS Act
- Advise Facilities Coordinator of any compliance concerns to be attended to
- Maintain all inspection records where required.
- Provide Facilities Supervisor with support and health and safety and HESIO tasks.
- Monthly, weekly, and quarterly OHS responsibilities and services of equipment.

**Events and Venue Preparing/Set-ups**
- Assist in the setting up of events as and when required. This may involve moving large and heavy furniture items. Specific care needs to be taken in this regard. Heavy items should only be moved with assistance and all items must be returned and stored safely and securely in their original place. Utilize internal suppliers to achieve deadlines.

**Office/Furniture moves**
- Assists in the relocation of or removal of furniture / equipment / files and boxes as directed
- Assist in the performance of routine tasks such as removing and replacing of pin boards, wite boards, frames, and posters.

**Administration**
- Data capturing of all facilities and maintenance activities on the inhouse system.
- Capturing and controlling of equipment and stock and recording these for reporting purposes.
- Compiling of facilities and maintenance reports.
- Supervising junior staff when the need arises and providing support to external facilities contractors when the need arises.

**General**
- Conducts routine inspection of office buildings/facilities/residences as well as immediate surroundings and prepares a report on any areas of concern for the information of the Facilities Coordinator or any other superior.
- Assists in the preparation of a current list of furniture/ equipment for repair. Maintains a log of all tools/equipment/parts and materials and ensures sign off by superior in accordance with the IIE MSA procedures.
- Prepares tasks/job cards of all work and activities conducted in accordance with the II EMSA procedures.
- Ensures proper housekeeping to ensure that all work areas are kept clean and safe in keeping with OHS requirements.
- Secures all materials, equipment, and tools in designated areas. Performs any other duties related to the job function as may be assigned.

**Minimum Qualification Required**:

- Matric is essential.

**Minimum Work Experience Required**:

- Relevant Plumbing and Electrical experience

**Special Requirement**:

- Must be willing and able to work flexible working hours.