POSITION: Facilities Administrator | Port Elizabeth | Department: Facilities | EE Candidate | CTC of R7000
Reporting to Regional Operations Manager
Main purpose of the Position: To ensure all administrative requirements in the Facilities Department are duly completed and to provide administrative support to the Precinct Managers.

MUST HAVE: Minimum experience and requirements:

EDUCATION:

• Matric
• Diploma in admin/facilities an added advantage

EXPERIENCE & SKILLS:

• Administration Knowledge
• At least 3 years’ experience
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office suite
Behavioural Dimensions and Skills required
• Organising and planning skills
• Verbal and written communication skills
• Team member
• Attention to detail and accuracy
• Adaptability
• Time management
Matured and Energy driven
Self-Starter
Independent

Key Performance Areas:

Duties:

• 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