Facilities Administrator and Driver at KPMG South Africa

Description of the role and purpose of the job:

• The main purpose of the job is to support and assist the Facilities manager and team in all office procedures and other tasks as assigned by the Facilities Supervisor. To support and assist the facilities team with general maintenance, driving and administration
• The successful individual will have to deliver a process, project or service involving the completion of a series of defined tasks where accuracy, and timeliness are critical. They will have to be able to take direction from others in completing tasks and assignments and actively seek out work from more senior team members. The individual may be on frequent occasions be required to physically be at the work premises outside work hours and or respond to urgent matters during weekends.

Key responsibilities:

Key accountabilities

Administration

• Interact with staff, clients, suppliers and visitors
• Open, sort and distribute incoming correspondence, including faxes and email
• Issue responses to correspondence containing routine inquiries
• Perform general clerical duties to include, but not limited to, copying, faxing, mailing, laminating and filing
• Daily recording of all mail, docex, by hand deliveries and collections, tenders and proposals.
• Recording monthly safety checklist
• Recording of trips Staff Shuttle and airport collections.
• Prepare and collate fuel receipts.
• Order and maintain stock in relation to the facilities management service provision

Health and Safety

• To take reasonable care for the health & safety of yourself and of other persons in the work premises
• To co-operate with the Company so far as is always necessary to enable the Company to comply fully and with its legal duties regarding health, safety and welfare matters.
• To familiarise yourself with the Company’s Health, Safety, Environmental and Quality Policies and to comply fully at all times with the Company’s health & safety, welfare, fire arrangements, in line with OHSAS:18001, ISO:14001, and ISO:9001 requirements.
• To fully prepare and participate in the annual ISO Internal and external audits
• To report immediately all accidents involving injuries and illness verbally to your immediate
• superior and a First Aider.
• To annually maintain for yourself a valid SHE Rep, Fire Fighter and First aider training certificate

Technical

• Attend team meetings and produce subsequent minutes / actions
• Support the facilities supervisor in managing contractor services and completion of KPI’s
• Provide support to the Maintenance team on the raising and closing of reactive, PPM and scheduled job requests within the facilities helpdesk
• Assisting in overseeing of building maintenance of air-conditioning, electrical, soft services, generators, plumbing and security systems such access control and CCTV
• Raising of Non – Conformances where suppliers have not met their contractual obligations
• Report no-compliance of contracts to Facilities supervisor
• Performing driving and delivery duties to various destinations when requested by various the Manager or BU’s 
   

Skills and attributes required for the role:

• Ability to work under pressure and manage multiple deadlines
• Ability to work and respond to urgent matters during and outside of working hours
• Attention to detail
• Knowledge of modern office practices, procedures, and equipment.
• Computer skills and experience with word processing, databases, and spreadsheets.
• Ability to read, analyze and interpret reports and regulations.
• Ability to define, research, and solve problems.
• Strong written communication skills including knowledge of correct English usage (grammar,
• spelling, punctuation, and vocabulary), and the ability to prepare complete, clear, accurate, and concise reports and correspondence.
• Ability to organize work, set priorities, meet critical deadlines, and complete assignments with a minimum of direction.
• Ability to maintain effective working relationships and communications with the public and local officials, contractors, department directors, and other legislative agencies.
• Ability to exercise discretion in dissemination of confidential or sensitive information, and skill in information control procedures and techniques