Administrator: Facilities Management at Services Seta

 DUTIES

General Administrative/Secretarial Services

•  Efficient administration of the Unit department
• Take enquiries from internal and external clients
• Maintain records for accuracy and relevance
• Maintain report of expenses
• Render general secretarial work including typing, telephones, diaries, appointments and arranging meetings
• Take minutes of meeting and collate all minutes
• Provide assistance with agenda compilation
• Provide administrative support to the work of OHS Committee
• Ensure that changes to scheduled meetings are communicated timeously to all stakeholders
• Independently manage meeting logistics
• Follow up on meeting outcomes, (e.g. resolutions)
• Distribute relevant information to stakeholders
• Assist with reporting to statutory bodies on the statutory obligations of the business unit
• Capturing of data as per the requirements of the business unit

Assist with Facilities Administration

• Receive building maintenance work orders and log on to the systems
• Log off work conducted to provide future projects for budgetary purposes
• Keep the Officer: Maintenance informed of any maintenance issues
• Regularly conduct stock take of office supplies
• Monitor and issue stock
• Administer the development of cleaning schedules
• Order stock, including office stationery from SCM
• Log on invoices
• Assisting with vehicle maintenance
• Coordinate and administer the work of service providers

Support the Optimisation of the department

• Provide day-to-day administrative tasks related to the achievement of work plans in the Unit department
• Collate and file indicators for POP in the Unit department
• Track and record survey returns
• Populate reports and submitted in time, in the right format, and accurate

Requirements

• National Senior Certificate, at a minimum NQF 4
• A National Diploma or Certificate (NQF 6) in Administration, Secretarial or related field, would be considered advantageous
• Minimum 3 years’ experience in a similar role
• Proven knowledge of working with MS Office (Word, Excel, PowerPoint)

Closing Date for Applications- 02 August 2024