Job title : Fit - Outs Administrator
Job Location : Western Cape, Cape Town
Deadline : December 14, 2024
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The following job objectives relevant to this job: Administration and Support Provide coordination and administrative support to Project Managers Take and timeously distribute meeting minutes Assist Project Managers with daily tasks as needed Set up and compile information for technical meetings and provide feedback to tenants Liaise with Tenant/s Main Contractors regarding indemnity documents Follow up on and store signed indemnity documents and H&S files Arrange and assist with pre-opening inspections Ensure relevant documents are received before pre-opening inspections Team action for Technical and Projects Installation Meetings Maintain Project Installation Management database, data and filing system Manage Council Submission documents and approvals Suggest improvements and solutions on problems within field of responsibility to ensure best practice Assist Fit-out manager & Project Managers with project related documents (Fit-out Manuals, Specification documents, Assists CAD manager with maintaining the V&AW CAD system and base plans. Assists CAD manager with large scale format printing for the business Assists CAD manager with managing and coordinating drawing requests internally for the various departments: Development, Retail, Commercial, Marine, Operations, Finance department Externally for the various stakeholders ie. Tenants, architects, building services consultants, precinct underground & bulk services consultants. Assists CAD manager with managing and preparing overall building leasing plans, base plans, QS certificates for the new MRI finance & leasing system. (Project still in planning phase) Assists CAD manager with managing and updating the V&A CAD filing system (As-built architectural and consultant's drawings, precinct services drawings, tenant leasing base plans, archiving, document retrieval …etc) Assists with transferring process for drawings and documentation from drawings management systems to V&A CAD filing system such as B.I.W , Aconex, Blue-beam, BIM 360, Plannon, Autodesk Construction Cloud. Project Management Systems Assist with Development department support (Administrator) for PPO- Project Portfolio Office System Load purchase orders and invoices onto MRI
Reception Function Perform a reception function This includes answering telephones, emails, WhatsApp® messages, recording information, following up and returning calls
Secretarial Function Manage the Senior Managers diary, and arrange appointments, including being responsible for all correspondence and documentation Booking of meeting rooms and escorting of visitors and alerting the Senior Manager as the case may be
General Administrative Duties Assist with general office duties: copy, scan, filing, scheduling of meetings, etc. Deal with tenant/patron queries Processing of invoices for payment Assist with the preparation of tender documents and ensure compliance with tender policy as well as arranging, chasing, and processing of subsequent purchase orders and or CAPEX forms
Stakeholder Engagement Develop and maintain strong working relationships with all relevant stakeholders (internal /external) General tenant and contractor liaison Liaison between Project Managers and Property Department (Retail, Commercial, Marine & Industrial) as well as Operations department Liaise with internal/ external customers regarding tenant installation queries Interact with visitors and tenants to collaboratively address complaints Liaise with tenant/Project Management's outstanding approval documentation
Requirements The following educational requirements relevant to this job: Diploma / Bachelor's Degree in Business Administration
Advantageous: Project Management Certificate AutoCAD knowledge and Experience Council Submission Process Experience The following knowledge requirements relevant to this job: Administration of contracts and procurement processes Planning, organising, document management Project management and support Fraxion (or related financial management knowledge) Building/infrastructure/construction (industry knowledge) Construction and Building Codes Health and Safety The following skills requirements relevant to this job: Diagnostic / Tactical thinking Planning, organising and coordinating Multi-tasking Analytical and Detail-oriented Logical Problem-solving Collaboration Financial/Numerical Acumen Communication skill (both written and verbal) People management Customer service skill Mechanical/technical reasoning
The following experience relevant to this job: 3+ Years Relevant Working Experience
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