Key Accountabilities/ Principal ResponsibilitiesPRIMARY DUTIES Reception and switchboard dutiesGeneral office administration and assistanceEvents co-ordinationBuilding and office maintenance managed through ForcelinkAssist with overseeing all renovation, refurbishment and building projectsCo-ordinate and implement awareness campaignsOHS complianceVisitor accessAssist in manage designated sitesAssist in managing sub-contractorsClient liaisonInvoicing submission and control Management Reports Implement and adhere to Processes and ProceduresAssist with tenants and leasesEnsure deadlines are met efficiently and effectivelySupport to the business and all departmentsTravel co-ordination and arrangementsArchiving co-ordinationSECONDARY DUTIESManage Designated SitesMaintain service levelsComplete customer focus Provide pro-active inputs Feedback and communication to line manager Manage ContractorsEnsure a valid Service Level Agreement (SLA) exists and know all the SLA terms and conditions Ensure proper service delivery according to the SLA agreement Performance measurement and if needed institute non-conformances Approve service schedulesInitiate and approve requests for service Follow up on outstanding Work Orders and Requests Ensure all planned maintenance activities are adhered toEnsure proactive approach by logging proactive calls on a daily basis HSE RequirementReport all accidents and incidentsAssist Health and Safety CommitteeAssist with OHS awareness campaignsEnsure OHS complianceMaintain servicing recordsClient LiaisonRegular Task Feedback to client Ensure client satisfaction Complete all / any client requests Feedback to Head OfficeInvoicing Control Ensure quotations are received and processed for approval with line managerCompare invoices to Work Orders Reconcile invoices at end of the monthApprove and process of payment within specified time frame and forward to AccountsFamiliarise with the approved invoicing procedure and abide by them Ensure timeous submission of invoicing by ContractorsQualification Requirements and work-related experienceGrade 12Min 2-3 years experience in facilities management industryExperience in writing and presenting reportsGood working knowledge of MSOfficePrevious experience creating and maintaining budgetsBasic understanding of Employment EquityKnowledge of creating Job SpecificationsExperience of contract administrationKnowledge of pre-planned maintenance servicesKnowledge of safety, fire and emergency proceduresKnowledge of Occupational Health and Safety Act and relevant legislationKnowledge of SLAsKnowledge of basic technology in building (handyman, plumbing and construction)People and Management SkillGood interpersonal skillsGood and proven leadership skillsSelf-motivatedProactiveAble to take control of situationsAble to work under pressure and meet deadlinesAble to meet deadlinesAbility to adapt working structureAble to keep Contractors in line with agreed Service Level Agreements (SLAs)Ability to communicate on high levelCustomer focusedSelf-motivatedIntegrityPunctual and time management skillsComputer literacy skillsKey result areasUnderstand role of reporting to the business and clients alikeUnderstand interworking with various teams to ensure client financial compliancesUnderstanding that feedback and communication is critical to successAdditional Responsibilities and SkillsThe employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levelsInterested? Submit your CV now. All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act. We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic. Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated. By submitting your application, you consent to the processing of your personal information in accordance with the Protection of Personal Information Act 2014 (POPIA) for recruitment and hiring purposes. If you have not received a response within 30 days of the closing date, please consider your application unsuccessful. However, your information may be retained for future opportunities unless you request otherwise.