Facilities Administrator

5 days ago

Cape Town, South Africa Clicks Group Limited Full time

**Listing reference**: 016983**Listing status**: Online-
**Position summary**

**Industry**:Wholesale & Retail Trade
- **Job category**:Property and Real Estate**Location**:Cape Town
- **Contract**:Permanent**Remuneration**:Market Related
- **EE position**:Yes**Introduction**
- We are looking to employ a Facilities Administrator to work within our Property & Store Design Department. This role be based at our Head Office in Woodstock, Cape Town and report to the National Maintenance Manager.**Job description**

**Job objectives**:

- To support the Facilities Management team with (amongst others) the following: raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping.
- To liaise with third party supplier / contractors, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), including attending monthly supplier review meetings.
- To support the Facilities department in delivering a consistent and efficient service across the site including ensuring that all Planned Preventative Maintenance (PPM) schedules are up to date and that any remedial works(s) are undertaken quickly.
- To act as first point of contact within the Facilities office (specifically with regard to air-conditioning services) during working hours to ensure phone calls are taken and queries are dealt with in a time effective manner.
- The monitoring and responding to job requests, including liaising proactively and reactively with internal and external stakeholders.
- To ensure that supplier and contractor vetting is done effectively.
- To provide other administrative and operational/coordination support to the Facilities Manager, within the Woodstock office’s Facilities department.
- The production of monthly reports identifying performance against agreed targets and budgets
- The production of weekly reports identifying work completed against worked logged on 4Me system.
- To maintain internal systems and work flow and advise Building Management Team on Administrative best practice
- To perform administrative tasks which include the managing all incoming mail, typing of minutes with accuracy and circulate in a timely manner
- To prepare a variety of management reports and electronic presentations including overall design and extraction of data.
- To maintain both soft and hard copy filing systems, ensuring consistency and support management team where required.

**Minimum requirements**

**Job related knowledge**:

- Experience managing and monitoring FM contracts and service level agreements (SLAs)
- Experience working with and supervising contractors and suppliers

**Job related skills**:

- Numerate with experience of dealing with purchase orders and suppliers
- MS office packages such as Word and Excel is essential
- Ability to work in a fast paced and evolving environment

**Job experience**:

- 2-3 years office administration experience
- 2-3 years financial administration experience

**Education**:

- Essential: Matric preferably with Maths and English or equivalent
- Desirable: Qualification in customer service or business administration is desirable.

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