Branch Administrator (6-Month FTC) at Broll

POSITION PURPOSE

• Provide support to AIG Management, Staff and Broll Facilities Management Division.
• Answer telephone calls and client's/visitors questions to ensure they are transferred/assisted correctly.
• Prepare courier documents, letters, presentations, weekly and monthly facilities reports and maintain statistical data.
• Prepare Incident & Accident reports and all other registers and ensure these are sent to the relevant parties concerned with all supporting documentation.
• Plan, prepare and oversee specific projects and co-ordinate all branch functions, meetings, conferences and broker/staff training as assigned.
• Co-ordinate and monitor all travel arrangements, both local and international for AIG management and staff.
• Assists in overseeing third party service contracts, procures services and directs maintenance procedures by ensuring all contractors have the correct documentation and are escorted at all times.
• Ensures that the building, grounds and equipment are well maintained and in optimal working condition.
• Implements departmental and procurement policies and procedures and ensures that all operations are in accordance with the established health and safety regulations.
• Ensures that services purchased are of acceptable quality in compliance with the procurement policy and that all payments are loaded and processed timeously.
• Keep management well informed of area activities and significant problems.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assumes responsibility for effectively handling and managing the switchboard.

• Operates the switchboard to connect, hold and transfer all incoming calls.
• Ensures that all incoming calls, questions and complaints are resolved in a timely manner by channeling calls to the responsible persons I departments.
• Provides general information to clients before transferring calls.
• Updates the telephone system by programming it with new information and changes as it occurs inside the company, within 24 hours.
• Ensures the relevant parties concerned are informed immediately if the telephone lines are down and arranges for the service provider/s to attend to the matter urgently.

Assumes responsibility for establishing and maintaining effective communication and co-ordination with staff and management.

• Plan, prepare and  oversee  specific  projects  and  co-ordinate  all  branch  functions,  meetings  and conferences as assigned.
• Co-ordinate staff training and meetings as assigned.
• Co-ordinate and monitor all travel arrangements, both local and international for AIG management and staff.
• Ensure management and staff are well informed of any contractor visits or maintenance scheduled to take place.
• Ensure that services purchased are of acceptable quality and that  all payments are loaded  and processed timeously

Assumes responsibility for reporting effective maintenance and health and safety records

• Prepares documents, letters, presentations, weekly and monthly facilities reports and maintains statistical data.
• Prepares Incident & Accident Report/s and ensures these are sent to the relevant parties concerned, together with all supporting documentation within 24 hours.
• Ensures that the building, grounds and equipment are well maintained and in optimal working condition.
• Ensures the relevant ATW and RAMS are obtained from the relevant parties concerned, before any work commences.
• Ensures an induction is done with Vendors, Suppliers & Contractors and Emergency Procedures supplied where applicable.
• Ensures the Contractor Checklist is completed and sent to the relevant parties concerned, together with all supporting documentation within 24 hours.
• Ensures Health and Safety files are kept on site for Vendors, Contractors and Trade Professionals.
• Ensures Health and Safety requirements are updated, including all Notice Boards and files.
• Assists with Fire Drills and Evacuation procedures and provides a copy of the Roll Call Register to the relevant persons concerned within 24 hours, together with a copy of the minutes as soon as these are received.

Assumes responsibility for ensuring professional business relations with Vendors, Contractors, and Trade Professionals

• Works to develop and maintain productive business relations with Vendors, Suppliers, Contractors and Trade Professionals.
• Acts as a liaison between the Company and external contacts.
• Ensures effective co-ordination of external services with Company operations.
• Obtains and conveys information as appropriate.
• Promotes goodwill and a positive image of the Company.
• Responsible to arrange and manage all events that take place in the AIG cricket suite at the Kingsmead Stadium.

Assumes responsibility related duties as required or assigned

• Ensures that work area is clean, secure, and well maintained.
• Completes special projects as assigned.
• Reports on any security incidents.
• Public Relations: Assistance to the PR I Marketing functions

PERFORMANCE MEASUREMENTS 

• Calls and enquiries are courteously and professionally handled or referred.
• Good communication and co-ordination exists with departments and assistance provided if needed.
• Building/s are well maintained, secure and meet the needs of the Company.
• Property operations are efficiently and cost effectively administered.
• Reports are complete, accurate, and delivered on time according to schedules.
• Effective business relations exist with vendors, contractors, and trade professionals.
• All Health and Safety requirements are attended to immediately.
• Senior Management is appropriately informed of area activities and of any significant problems

Education/Certification:   

• Matric
• Additional   related   maintenance   and   Property   Management   training preferred

Required Knowledge :       

• Excellent understanding of Property Management procedures & Service Contracts
• Knowledge of businessservice functions, basic accounting concepts, budgeting and procedures.

Experience Required:                  

• 2 - 3 years related experience.

Skills/Abilities:                 

• Excellent telephone skills
• Good communication and public relations skills
• Willing to co-operate with and assist others
• Able to organise, co-ordinate, and direct team activities
• Strong problem solving skills
• Well organized and attentive to detail
• Must be able to  use  all  related  maintenance  equipment  and computer       applications, i.e. MS Word, Excel, Powerpoint, Outlook