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16 Dec 2021

parmanetJob for Unemployed Facilities Administrator Wanted Urgently

Altron Bytes People Solution – Posted by JobSeek24 Randburg, Gauteng, South Africa

Job Description

Job for Unemployed Facilities Administrator Wanted Urgently

Address/Locations Randburg, Gauteng

Job Type: Permanent

Employer: Altron Bytes People Solution

Title:  Facilities Administrator

Deadline: 30 Mach 2022

Salary: Market Related


Short Description     

Our client is looking for an Assistant to start working urgently.


  • To maintain the financial administration of the office including: raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping.
  • To liaise with third party supplier / 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(s) are undertaken quickly.
  • To act as first point of contact within the Facilities office during working hours to ensure phone calls are taken and queries are dealt with in a time affective manner
  • FM Helpdesk management, monitoring and responding to job requests, including liaising proactively and reactively with other staff and supply chain partners;
  • To ensure that supplier and contractor vetting, Risk Assessments, Method Statements (RAMS), Permit to Work and Construction Design Management (CDM) processes are used at all times and are fit for purpose;
  • To provide other administrative and operational/coordination support to the Head of Facilities, to other staff within the Regeneration and Property team and in other departments as and when requested
  • To production of monthly reports identifying performance against agreed targets and budgets.
  • To maintain internal systems and work flow and advise Building Management Team on Administrative best practice
  • To manage all incoming mail.
  • Type minutes with accuracy and circulate in a timely manner. If requested, attend meetings and minute take.
  • To reports â?? preparation of a variety of management reports and electronic presentations including overall design and manipulation and extraction of data.
  • To maintain both soft and hard filing systems, ensuring consistency and support management team where required.
  • To experience working with and supervising contractors and suppliers
  • Part of your job will be to check devices, structures and systems (e.g. fire alarms and air-conditioners) on a regular basis and identify needs for repairs and renovations. You will also coordinate with external vendors, such as cleaners and insurance agents, and conduct cost analyses when purchasing new systems or services.
  • To ensure compliance with health and safety regulations

Job Qualifications:

  • BSc in Facility Management or Business Administration is preferred
  • A Qualification in customer service or business administration is desirable.
  • Office administration experience for example: writing agendas, taking minutes, filing and screening calls
  • Financial administration experience including raising purchase orders and reconciling invoices
  • Must have experience managing and monitoring FM contracts and service level agreements (SLAs)
  • Must have experience working with and supervising contractors and suppliers
  • Work experience as a Facilities Coordinator or similar role
  • Excellent written communication with the ability to prepare and proof read tender documents
  • Must have trong numerical skills with the ability to read financial information and present financial reports
  • Confident telephone manner
  • Ability to multi-task and prioritise a high volume of incoming jobs
  • Well-developed communicator both verbal and written
  • Previous experience working within the financial services industry or similar is desirable.
  • Previous Experience of CAFM or similar facilities computer management system is desirable.
  • Must have xperience in dealing with customer requests and coping under pressure whilst maintaining focus is essential.
  • To previous experience of helpdesk operations or similar support role is desirable.
  • To previous experience of working in a busy and demanding environment
  • Must have numerate with experience of dealing with purchase orders, suppliers
  • Must have experience of MS office packages such as Word / Excel is essential.
  • Must have experience of working in a fast paced and evolving environment
  • Must have ability to demonstrate professionalism, discretion and confidentiality at all times

Job for Unemployed Facilities Administrator Wanted Urgently



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