Assistant | Facilities Management | Office Team at Allan Gray Proprietary Limited

Job Description
The main purpose of this role is to perform a variety of administrative tasks

Responsibilities
As an Assistant, you will be responsible for:

Service Desk Operation:

• Receive requests and incidents
• Check which Facilities team the request or incident needs to be assigned to
• Reassign and sub-task if more than one team is required to action the request or incident
• Print out requests or incidents for the Maintenance team and place in their in-tray
• Check during the day if Facilities groups (teams) are accepting assigned requests and incidents and advise them if they are not doing so timeously
• Manage internal disputes for requests and incidents not attended to
• Email weekly reminders to teams to close requests and incidents

The general administration and stock keeping of all the Allan Gray rented apartments in Cape Town, including, but not limited to:

• Maintaining a cleaning and laundry schedule
• Ensuring the apartment storeroom is kept need and tidy and stocked in readiness for all turnovers and emergencies
• Checking apartments after each clean performed by an external service provider
• When required, to meet with the Landlord's maintenance team to oversee any maintenance work

Functions:

• Co-ordinate the provision of function services within the office to ensure that the client/visitor experience is effortless, comfortable and appropriate; function services include, but is not limited to:
• Venue provision and preparation
• Parking
• Security and cleaning

General administrative assistance:

• Maintain all the Facilities department filing
• Place all orders for all staff flowers and gift requests
• Process all requests for Facilities staff transport
• On occasion process requests for transport for other departments
• Maintain the Facilities staff addresses and contact details
• Maintain the Facilities department library
• Process the approvals for access to the recovery site

Additional duties:

• The incumbent will be asked to perform additional duties on occasion

Requirements

• Computer literate;
• Customer focused;
• Good organisational skills;
• Precise;
• Ability to prioritise tasks;
• Good interpersonal relations and communication skills;
• Ability to use initiative and work in a team;
• Take ownership of tasks;
• Integrity;
• Accountability;
• Ability to keep and meet deadlines.

Education

• Grade 12 qualification

Closing Date

• 15 September 2023