Facilities Management Administrator
7 days ago
About the Role
This is an exciting opportunity to join our team at SBV Services (Pty) Ltd as a Facilities Management Administrator.
- Main Responsibilities
- Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on behalf of the Department.
- Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
- Completing all facilities-related duties as reasonably assigned by the Head of Facilities and/or relevant direct reports.
- Supporting the coordination, monitoring, and communication of programs managed by the Head of Facilities and/or relevant direct reports.
- Assisting in coordinating the work of the different functions within the facilities and infrastructure team.
Key Performance Indicators
- Compile presentations, reports, and maintain accurate records of all activities in the facilities and infrastructure department.
- Collate departmental information and compile presentations for management and customer reviews.
- Update and complete presentations required by management for monthly SLA meetings.
- Gather information from internal and external stakeholders.
- Analyze the information received for accuracy and identify trends. Follow up to clarify discrepancies.
- Responsible for safe storing of records to ensure integrity, confidentiality, and availability by using different tools and techniques such as locking cabinets, password protection, encryption, backup, cloud storage, or shredding.
- Subscribe and align to SBV Services' ISO 9001:2015 Quality Management Standards, ensuring the department's processes and quality management system is at all times in compliance with the standard.
Billing and Administration
- Liaise with stakeholders to clarify discrepancies. Rectify discrepancies and submit to billing Department.
- Assist with finance-related duties such as loading and processing invoices on Fraxion according to the agreed-upon SLA's and following up with the finance department regarding any outstanding payments to suppliers that were loaded within agreed-upon timelines.
- Confirm and verify the billing information as per the SLA requirements and identify variances.
Internal and External Stakeholder Relationships
- Serve as a primary point of contact between the Department and its internal and external stakeholders.
- Create and maintain a library of relevant stakeholder and department's information.
- Liaise with different internal and external stakeholders on variances identified and provide consolidated feedback. Build sustainable relationships and engage with internal stakeholders by executing all queries and concerns in a timely and professional fashion.
- Provide administrative support to Head of Facilities and/or relevant direct reports.
- Liaise with service providers to ensure maintenance of office equipment is conducted (i.e., Printers and Copiers) when required and in line with SBV procurement processes.
- Escalate queries as per the Delegation of Authority.
Drive Organisational Culture
- Drive the department's values while inspiring confidence and generating excitement, enthusiasm, and commitment towards the mission.
- Be an advocate for SBV's Transformation and BBB-EE initiatives to ensure sustainable alignment to the company scorecard.
- Provide leadership to employees within the organisation, creating a winning culture and high morale.
- Initiate and lead a culture of performance-driven output through shared purpose vision and values.
Requirements
- 3 - 5 years relevant experience in Facilities and Infrastructure environment.
- Advanced Microsoft Office skills in Excel, Word, PowerPoint, Outlook, & must be proficient with MS Office.
- Valid driver's license.
- Grade 12 (Matric).
- Relevant qualification (Diploma or higher) in Business Administration or a related field (NQF 6).
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