Facility Coordinator, Office Support
7 months ago
Finance Shared Service in the South Africa is looking for an exceptional Facilities Co -Ordinator to be based in our office in Isando, Kempton Park.
Most tasks and responsibilities will require your dedicated contribution as part of a team, but individual initiative will be encouraged.
Responsibilities in collaboration with Regional Facilities Manager will include but not limited to:
Facilities Management
1. Responsible for indirect procurement for the office e.g., hotels, rental cars, travel arrangement etc.
2. Conduct regular internal checks, physical verifications & facility walks to validate implementation of systems & processes.
3. Assist in management of facilities’ related contractors and service providers.
4. Ensure compliance to terms of service level agreement related to facilities service providers e.g., Maintenance, Cleaning, building lease etc.
5. Order, control and maintain office supplies such as stationery, consumables and maintain monthly usage reconciliations.
6. Support and ensure compliance with safety, health environment and community legislation and policies in liaison with the HSEQ Coordinator.
7. Facilitate and conduct regular building audits to ensure compliance with legal, safety, health, and environmental standards.
8. Contribute to the management of office equipment, the neat arrangement of documents, the storage and distribution of office supplies.
9. Assist with coordinating welfare activities, event planning, gifts.
Office Administration
10. Managing Incoming calls: answer and route incoming phone calls to the appropriate departments or personnel, providing accurate information as needed or taking messages when necessary.
11. Welcome visitors and determine the nature of their visit; issue visitor passes and maintain visitor logs; alert appropriate party of visitor arrival or direct visitors to appropriate office, department, or employee.
14. Assist with arranging meeting rooms, organizing, and distributing mail, receiving, and sending courier packages, company communications, etc.
Ad Hoc
15. Assist with budget and forecasting on costs related to facilities.
16. Liaise with Manager to oversee, monitor and ensure costs are contained within budgets.
17. Work hand in hand with IT in managing office access control in line with company policies and procedures.
18. Contribute to local & regional sustainability projects in line with Alfa Laval strategic goals.
Behavioral competencies
1. Possess high level of integrity.
2. Be thorough and pay attention to detail.
3. Experience and knowledge of MS Office tools.
4. Experience in handling switchboard.
5. Have outstanding communication and interpersonal abilities.
6. Be able to work independently.
7. Be flexible and open to change.
8. Have excellent writing and verbal communication skills.
Qualification & Experience
1. National diploma or above in office administration, facilities, or administration related qualifications
2. Experience in multinational company is an added advantage.
3. Proven experiences as a facilities Co Ordinator, office administrator, office assistant or relevant role.
Why should you apply?
- An exciting place to build your career having opportunity to expand your global network, inside and outside of Alfa Laval, with different nationalities.
- Excellent learning opportunity to work with our global leaders.
- We offer you an interesting and challenging position in an international, open, and friendly environment where we help each other to develop and create value for our customers.
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