Facilities Manager and Executive Pa

4 weeks ago

Claremont, South Africa IRI South Africa Full time

**About IRI**
We are a global village with a passion for innovation and a belief that the best in each of us makes us collectively unstoppable. We continuously disrupt the industry as an empowered community moving as one. We are proud of who we are, our culture, community and the industry we define, which is only made possible through our greatest assets, our people. We live for the exploration of what’s coming, what’s new, what’s next, with a culture that’s quick to learn, shift and pivot. We have a passion for tomorrow’s technology and the notion that the pursuit of better leads to work that is both impactful and deeply meaningful for our people, and our clients.

**About the team: Administration & Facilities**
Reporting to an appointed senior manager, the Facility Manager and Executive PA is responsible for the planning, co-ordinating and managing of all planned and reactive maintenance and day-to-day services for IRI South Africa facilities along with supporting the local executive team with any administrative functions.

**Your Responsibilities**:
1. Front of House Duties
- Daily front of house and reception related duties.
- Organising meetings and managing relevant databases
- Preparing papers/decks for meetings and training sessions
- Dealing and appropriately directing correspondence, complaints and queries
- Supporting the business with general administration, organisation of meetings, co-ordination of diaries etc.
- Professionally liaising with staff, suppliers and clients

2. Facilty Management
- Managing and maintaining office space and facilities to be clean and welcoming to all employees
Support the teams as required with business requirements, note taking, and special projects as may be required from time to time.
Ensure that the office environment is at its optimum and budgets and costs are fully controlled.
Facility and supply management both Johannesburg and Cape Town offices
Assist in the implementation and maintenance of procedures/office administrative systems
Supervising multi-disciplinary external teams of staff including cleaning, maintenance, grounds and security
Ensuring that basic facilities, such as water and heating, are well-maintained
Ensuring that facilities meet government regulations and environmental, health and security standards
Advising on increasing energy/ water efficiency and cost-effectiveness
Overseeing building projects, renovations / refurbishments and continuation
Arranging of lunches for meetings /training as required
Setting up of facilities for large events and testing room functionality ahead of time

**3. Travel Management**
- Booking transport and accommodation as and when required
- Booking of all travel requirements by following the Travel Process and policies
- Managing travel calenders and diary entries

4. **Financial & General management**
- Ensure all supply and maintenance costs are within office budgets and ensuring cost-effectiveness
- Auditing and stock taking of company property, IT facilities and relevant communication with multiple departments on office /tech requirements or maintenance
- Managing the Courier service for the business and prioritising employee onboarding related courier tasks.
- Managing stationary needs
- Monthly submission of Exec Team's Credit card slips etc...
- Prepare and recommend planned maintenance CAPEX and OPEX budgets and forecasts. for facility management
- Exercise budgetary control and report on variances against approved planned maintenance CAPEX and budgets including
- the corrective measures being taken.
- Manage planned maintenance spending in accordance with the organization’s Maintenance Prioritization Matrix and
- Procurement policy.
- Authorise payments or recommend payments for approval.

5. Contract Management
- Take responsibility for vetting, take-on, and oversight of maintenance and facilities management vendors in the group, including security and other soft services.
- Annually review vendors’ performance and compliance with terms of contracts previously awarded (adherence to service levels, quality, cost, and time).
- Physically inspect a percentage of each contractor’s completed work to review the contractors’ compliance with contractual terms and set standards.
- Periodically review, analyse, and report on a sample of outsourced reactive maintenance works completed and make recommendations to the MD, FD and HRD regarding these works.
- Negotiate terms with new vendors including clearly defined service levels and breakage clauses

**Experience Required**:

- Matric, with a relevant tertiary qualification.
- 5 or more years' experience in facilities management
- Experience in facility and executive financial administration
- Experience in developing and implementing risk management programs and strategies.
- Experience with contract management and property management
- Knowledge of relevant Occupational Health, and Safety Act
- A sound understanding of all aspects of building a

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