Office & Facilities Administrator at AECOM

Job description

About the Business Line AECOM Shared Services

We support our employees globally by coordinating and managing the day-to-day operations of General Accounting, Human Resources, Administration, Marketing and Information Technology. We pride ourselves on ensuring we deliver the best customer service possible to our people while building trust and relationships with all of our constituents.

Job Summary

The Office Administrator is responsible for keeping the Office/ Facilities in optimum operating condition by performing preventative maintenance and repairs on the AECOM leased and occupied buildings, and assists with the management of contractors to ensure appropriate standards are maintained. This candidate will also be required to assist with basic HR functions that ultimately contribute to employee engagement.

Duties And Responsibilities

• Facilities management
• Management of outsourced contractors and vendors to collectively deliver the following activities
• Planning events and advising stakeholders;
• Management of vendor / contractors to ensure adherence to appropriate standards and timely completion of tasks;
• Ensuring compliance with agreements/contracts in relation to KPl's and SLA's obtaining service reports, ensuring highlighted problem areas are addressed and followed up;
• Ensure work satisfactorily completed before invoices are signed off by authorised signatories;
• Identifying areas requiring maintenance or repair attention and prioritisation of actions to resolve;
• Obtaining work order quotes as needed;
• Scheduling of work and communication to affected parties, including organisation of building access and contractor management;
• Liaison with landlord or his representative, surrounding or affected tenants and statutory bodies in relation to building related matters;
• Liaison with internal support structures/stakeholders, e.g. IT, Finance, HR;
• Ensure facilities are maintained in a clean and tidy condition with excellent housekeeping standards;
• Ensure all vendors are maintaining building services in accordance with PPM schedules;
• Ensure all vendors are maintaining appropriate levels of supply stock;
• Handles master keys in accordance with corporate standards for overall safety of the company;
• Conducts daily checks on essential equipment and their operational integrity;
• Produces regular reports identifying areas of concern or non-compliance;
• Performs required duties and responsibilities in a timely and efficient manner to achieve the overall objective of the position;
• Accept flexible working schedule when necessary for the company's uninterrupted service.
• Ensure compliance with company policies and guidelines.
• Perform various tasks within the EHS function as outlined by the Area Facilities Manager.
• Coordinating and implementing internal office moves as instructed and directed by the Area FM Manages vendors to ensure all Facilities tickets logged are closed out in accordance with SLAs.
• Human Resources
• Assists the HRBP’s with basic day-to-day HR functions while maintaining employee discretion and ensuring confidentiality at all times.
• Assist with the facilitation of recruitment and hiring process by booking boardrooms in advance for the interview, welcoming candidates at reception and managing any ad hoc assistance required.
• Welcomes new employees and plays a significant role in coordinating and conducting the first day/week orientation process.
• Direct employees to the respective HRBP to address HR queries.
• Participates in HR meetings as required.
• Coordinate all HR events in the office; including but not limited to Employee wellness days.
• Other duties as assigned.

Requirements

Minimum Requirements Experience

• 5 – 10 years related experience.
• Knowledge, Skills & Abilities required
• Excellent customer service skills.
• Strong interpersonal skills.
• Autonomy to work independently, as well as the ability to foster collaborative efforts.
• Excellent organization and time management skills.
• Dependable.
• Attention to detail and accuracy.
• Computer literacy with knowledge of Microsoft Office products.
• Basic mathematical skills.
• Must possess a valid driver’s license.
• Excellent communication skills (written and verbal).

Preferred Qualifications

Matric

What We Offer AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

NOTICE TO THIRD PARTY AGENCIES

Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM.