Administrator: Facilities - Saldanha at Transnet

Position Purpose:

• To provide administrative support to the property department to ensure the effective Port Oversight Role as envisaged in the National Ports Act (Act 12 of 2005).
• To maintain accurate and formal records of all port Facility and Property Management administration, utilities & rate accounts, tenant inspections, and update maintenance & risk plans continuously.

Position outputs:

• Ensure scheduling all pre-occupations, post-occupations, minor and major inspections are undertaken in terms of TNPA’s maintenance manual and maintaining records.
• Record faults and tenant queries, assist Facilities Manager to ascertain extent of repairs and schedule follow up inspections once repairs have been effected.
• Preparation & processing accounts for payment (rates, refuse, electricity, water). Capture all accounts for verification by Facilities Manager
• Administrative support on Soft Services contracts
• Setting up and attend managers meeting/clients, booking of boardrooms, taking and distribution of minutes, notes, etc. to internal and external clients.
• Request BBBEE certificates throughout the year from clients and update spreadsheet for Head Office.
• Request Tax Clearance Certificates from Tenants annually.
• Request Public Liability Cover from Tenants Annually.
• Liaise with Facilities Manager regarding conditions of leases i.e. buildings.
• Scanning of all original agreements and placing on server.
• Placing of requisitions for services and products
• Perform daily monitoring of correspondence/e-mails to ensure timeous responses and take action where appropriate and follow up on diarised issues.
• Technical input to the Technical Supervisor in compiling reports and undertake follow up inspections
• Inspect TNPA buildings to ensure that buildings are being cleaned
• Update five year property maintenance plan and asbestos register
• Perform and consolidate utility measurements for payment purposes
• Ensure that general waste are removed timeously
• Ensure that the port precinct is clear of litter and in a neat condition
• Oversee the company vehicle in terms of servicing, vehicle checks and general condition Ensure that consumables are purchased timeously
• Oversee the distribution of consumables
• Ensure filing / archiving registers, open new files for inspections and contracts, file and maintain Real Estate Filing Room in Bayvue Centre
• Manage asbestos register
• Manage safety files, safety program and safety initiatives
• Ensure port entrances are clean at all times

Qualifications & Experience:

• Matric
• Property or Facilities Management Certificate
• MS Excel or Word Certificate
• Minimum 2 years property or facilities management experience
• Contract Management (2 years) experience

: NB: All applicants are encouraged to disclose their disability status in their applications and attach letter from medical practitioner stating the nature of their disability.
NB: All applicants are encouraged to disclose their disability status in their applications and attach letter from medical practitioner stating the nature of their disability.
Competencies:
Competencies required:

• Computer Literacy
• Knowledge required:
• Office administration principles
• TNPA agreements and the interpretation thereof.
• Experience in property management and facilities functions regarding procedures, policies and the application thereof
• Basic port information and layout plan of all services (utility plan)

Skills required:

• Computer literacy
• Communication skills
• Numeracy skills
• Interpersonal skills
• Analytical ability
• Decisiveness
• Presentations

Attributes required:

• Confidentiality
• Accuracy
• Politeness
• Organised
• Initiative
• Reliable
• Service orientated
• Supportive