Administration and Facilities Manager

2 weeks ago

Johannesburg, South Africa Recruitment Matters Africa Full time

Overview

The incumbent will be responsible for the efficient and effective management, coordination and maintenance of
all allocated facilities, tenants and suppliers as well as general office administrative responsibilities to
ensure the health and safety of all the workspaces/facilities and building maintenance, such as painting,
repairing electrical equipment & office furniture, checking air conditioners.

**Salaries and Benefits**: Negotiable

**Responsibilities**:
Preparing monthly reporting and expense claims of the department for Payroll.
Preparing and signing off invoices for payment in line with the departmental
budget.
Preparing and managing allocated budgets, including the regular analysis of
variation reports.
Preparing savings initiatives and reports when and if required.
Reviewing and managing vendors/contractor KPIs and SLA’s, while ensuring
that these are referred to the Legal Department for feedback and approval and
that it meets are relevant and applicable legislation.
Performing ongoing monthly and quarterly stock takes across the
departments.
Preparing monthly reports for procurement of all areas where needed.
Managing internal driver bookings and various transport requests within the
scope of business travel and operating practices.

Management of refreshments for visitors and meetings as required
Performing any other ad-hoc duties required by the Management Team
Managing Company fleet in Johannesburg

Ensuring that the receptionist is skilled to transfer and answer all calls
professionally.
Managing the reception

Ensuring that all internal calls are answered timeously, and messages
are conveyed in a professional manner. Coordinating all activities of on-site security personnel on a daily basis.
Ensuring the maintenance of surveillance equipment in the building and that
the surveillance equipment control room is manned at all times.
Ensuring all access points into the building are secured and that all
employees, visitors, guests and sub-contractors are issued with identity tags.
Managing the Maintenance Staff, Administrative Assistant, Receptionist,
Cleaners, Security, Health and Safety and Driver and/or any other function that
may be allocated to this portfolio.

Managing the drivers ensuring that all transfers are booked and executed as
per the schedule.
Ensuring that the buildings are maintained and operated according to the
communicated/ legislative standards which include and not limited to the
Occupational Health and Safety Act.
Managing hygiene services, including the external cleaning provider.
Ensuring pest control is maintained quarterly or when required.
Administering parking for visitors, management and staff.
Ensuring that all modes of transport are catered for in the parking lots.
Managing the removal and discarding of all harmful items.
Ensuring waste is sorted and removed from site timeously.

Managing the onsite caterer.
Managing outsourced cleaners and security
Ensuring allocation and utilisation of space and where re-organising of space
is required, consult the relevant stakeholders.
Managing of small projects when required (building renovations)
Managing building services to tenants.

Ensuring that contractors adhere to their stipulated KPI’s and SLA’s.
Scheduling monthly performance meetings with contractors.
Ensuring contractual suppliers and contractors comply with the company’s
BBBEE strategy.
Managing the overall Health and Safety and other regulatorly compliance.

Maintaining accurate records of all furniture and equipment on a quarterly
basis.
Negotiating affordable prices with contractors and suppliers
Purchasing of assets and equipment in line with budget.

**Key Skills**:
Time management
Self-leadership
Managing relationships
Assertiveness

Functional /Technical
Competencies

Problem solving skills
Planning skills
Organising skills
Change management skills
Decision-making skills
Interpersonal skills
Persuasiveness
Communication skills
Coping under pressure
Conflict handling skills

**Qualifications**:
National Senior Certificate

National Diploma Facilities Management

Minimum of 5 Years Administration & Facilities Management

**Job Types**: Full-time, Permanent

Ability to commute/relocate:

- Johannesburg, Gauteng: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Diploma (preferred)

**Experience**:

- Administration and Facilities Management: 5 years (preferred)

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