We are looking to employ a Facilities Administrator to work within our Property & Store Design Department. This role will be based at our Head Office in Woodstock, Cape Town and report to the National Maintenance Manager.Job objectives:To support the Facilities Management team with (amongst others) the following: raising purchase orders, reconciling invoices, monitoring expenditure against budget, following up outstanding payments, and liaising with the finance team to uphold accurate financial record keeping.To liaise with third party suppliers/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 are undertaken quickly.To act as the 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 work logged on the 4Me system.To maintain internal systems and workflow and advise the Building Management Team on administrative best practices.To perform administrative tasks which include managing all incoming mail, typing of minutes with accuracy, and circulating them 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 supporting the management team where required.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 are essential.Ability to work in a fast-paced and evolving environment.2-3 years of office administration experience.2-3 years of financial administration experience.Education:Essential: Matric preferably with Maths and English or equivalent.Desirable: Qualification in customer service or business administration.
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