Facilities Administrator

GENERAL PURPOSE

To ensure all administrative requirements in the Facilities Department are duly completed and to provide administrative support to the Regional Operations Manager, Facilities Managers and other Managers

RESPONSIBILITIES

• Maintain data integrity (this project/information is for use by finance);
• Collect Dex/Turnstile/Internet/CCTV information and update spread sheet daily which must be distributed to relevant parties by 10h00 daily;
• Assist with obtaining of quotes and/or supplier prospectus;
• Managing and controlling the monthly duty roster;
• Managing the leave documents for the Precinct Manager and the Building Managers centrally;
• Assist in administrative functions general as and where it relates to the Facilities Department centrally;
• Raise dispatches for artisans and cleaners as and when required
• Assist with staff queries when Precinct Managers/Building Managers are not in the office;
• Handle inbound and outbound calls;
• Gathering quotes, raise PO’s, arrange for delivery and collecting invoices for payment
• Assist where needed with student enquiries;
• Submit regional invoices
• Preparing invoices for payment
• Prepare regional invoices above the cap for approval and sign off
• Assist and work on weekend roster and distribute to the managers
• Take minutes during meetings; type minutes and distribute to managers
• Prepare DBT report as and when required
• Ensure that you understand the functions of the Maintenance Administrator, the Procurement Officer and the Facilities Admin Clerk of Works to assist should any of these members be ill and/or on holiday;
• Ensure that in turn you cross pollinate your functions so that they can cover your post when you’re absent;
• Will work weekends and over time from time to time as the company needs;
• During the high maintenance season (mid -November to mid-February annually week-end) work is mandatory; and
• Perform general admin duties as and when required
• Support building managers on a daily basis with admin related duties and other tasks as and when required
• Enquire for training quotations from relevant suppliers for the building managers
• Schedule training for building managers upon final approval from the Precinct Managers and Head of Departments
• All other ad hoc tasks and responsibilities as assigned by management.

EDUCATION

Matric

Diploma in admin/facilities an added advantage

EXPERIENCE

• Administration Knowledge
• At least 3 years’ experience
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office suite

Closing Date: 10 May 2022

Important: Correspondence will only be entered into with short listed applicants. Should you not hear from us within four weeks, please consider your application unsuccessful.