POSITION Facilities Administrator - CPT
Department Facilities
Reporting to Regional Operations Manager

Overview and must-haves: EE Candidate | High Energy is key as there are long hours on the position/must be flexible | Ability to work under pressure and overtime. | Matured and Energy driven | Self-Starter | Independent | Good communication skills (verbal & written) | CTC of R8 000 | Benefits: Provident fund

The main purpose of the Position: 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.

Minimum experience and requirements
MUST HAVE

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

Behavioral Dimensions and Skills required
• Organizing and planning skills
• Verbal and written communication skills
• Team member
• Attention to detail and accuracy
• Adaptability
• Time management

Key Performance Areas
• Maintain data integrity (this project/information is for use by finance);
• Collect Dex/Turnstile/Internet/CCTV information and update spreadsheet daily which must be distributed to relevant parties by 10h00 daily;
• Assist with obtaining 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 inquiries;
• Submit regional invoices
• Preparing invoices for payment
• Prepare regional invoices above the cap for approval and sign off
• Assist and work on the 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 overtime 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