Regional Facilities Administrator

2 weeks ago

Pinetown, South Africa Clicks Group Limited Full time

**Listing reference**: 020595

**Listing status**: Online

**Position summary**

**Industry**:Wholesale & Retail Trade

**Job category**:Property and Real Estate

**Location**:Pinetown

**Contract**:Permanent

**Remuneration**:Market Related

**EE position**:Yes

**About our company**
- Clicks Group

**Introduction**
- We are looking to employ a Facilities Administrator to work within our Property & Store Design Department. This role be based at our Regional office in Durban, KZN and report to the National Maintenance Manager. This role will provide administrative support across store operations within the KZN region.

**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
- Must posess a valid code 8 drivers license

**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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