Vacancy Details
Employer:Redefine Properties Limited
Facilities Administrator
Primary Purpose of the Job
To provide administrative and clerical support to the facilities team and building managers, typing of
letters and reports, issuing of orders and answering calls as well as all other normal office duties.
Key Performance Areas (KPA's)
To provide general administrative support and document management to the operations
department
Act as a customer and supplier liaison interface.
Resolves or appropriately refers questions, requests, complaints and problems.
Performs ad hoc tasks as requested.
Updated tenant info – signage and access control, all movement for the month.
Waste management reporting – ESG tracking – recorded keeping on the share drive.
Service providers – managing accounts and reconciling queries.
Monthly – Service Provider meetings – co-ordinating and keeping of minutes.
Preparing and managing FM Budgets and Forecast
ESG – Scorecard, managing documentation keeping it updated on ECM.
Capex – Drafting the Capex Motivation with the assistance and guidance of FM Manager. – Assisting with drafting the close out document.
Contract Diary – Keeping it updated. - Updated and prepare motivation for contract changes.
FM – Filing – ECM – Making sure all documents are filled correctly.
Quarterly H&S Meetings – Arranging and minute keeping.
Plans and Council Application – Making sure the information is correct on the document, so coordinate with the FM for signature and file the necessary documents.
Integrated waste municipal platform that needs to be updated monthly on their portal.
Job Specific Requirements
Job Knowledge:
Company policies and procedures (desirable)
Functional knowledge procurement process (desirable)
Job Related Skills:
Oral and written communication skills (essential)
General administrative and report writing skills (essential)
Conflict and dispute resolution skills (desirable)
Problem solving skills (desirable)
Computer proficiency skills (essential)
Time management skills (essential)
Job Experience:
2 years general administrative experience (essential)
1 year company systems experience (desirable)
Technical property related experience (desirable)
Customer and supplier liaison experience (desirable)
Education:
Grade 12 (essential)
Administrative or technical diploma/certificate (desirable)
Competency Requirements:
Essential
Quality Orientation
Organisation
Results Driven
Team working
Communicating in Writing
Customer Focus
Desirable
Communicating Orally
Reliability
Less Relevant
Convincing
Relating to Customers
Problem Solving
Resilient
Not Relevant
Fact Finding
Specialist Knowledge
Using Initiative
Business Awareness