Facilities Administrator & Helpdesk Coordinator at GIBB Engineering and Architecture

Core Purpose:

• The Facilities coordinator will oversee all activities within the office, parking area, and external building as required. Responsible to ensure that all health and safety standards are met and will also be the 17.1 Safety Officer appointee. Ensure proper office maintenance, equipment, housekeeping standards, and daily office operations run smoothly. Manage on-site contractors and arrange for repairs or scheduled maintenance when needed. Perform all office administration duties i.e. purchase orders, national stationery orders, couriers, staff personal information updates, internal office recharges, driver and receptionists supervision, and health and safety reports. Will report to the National Facilities Manager and assist with tracking expenses will also be the central Facilities Helpdesk liaison to record, assign, track, and close all office and maintenance-related queries or faults at all GIBB - SVAI offices nationally.

Key Performance Areas

• Every Business Sector is our internal client, therefore ensuring a safe, clean, and functional office environment for all staff and clients 
• Provide Facilities Management support to both office-based and remote working staff.
• Receive, assign, manage, and process all Helpdesk Calls; ensure problems are resolved quickly.
• Organise and control service maintenance agreements, and manage internal contractors (Security, Cleaning, Access Control, Parking bays, and others).
• Ensure compliance with regulations and industry standards
• Ensure all Health & Safety requirements are fulfilled per the Group SHEMS (Safety, Health, Enviro Mng. System)
• Ensuring vehicles are maintained & serviced regularly
• Pro-active office management- overseeing office equipment, reception, switchboard, and driver functions
• Perform all administrative tasks professionally, office archiving, timesheets, filing, and record keeping
• Maintain the Asset Register for the office
• Good understanding of building systems (HVAC, Fire, Electrical, Generator) and maintenance or service thereof.
• Work permanently from the office (office-based role)

Job Requirements:

Qualifications:

• Matric
• Tertiary qualification if Facilities management or Office  Management will be advantageous
• Valid travel license

Experience:

• 3 Years of related experience

Requirements

Person Requirements:
Core Competencies:

• Good supervisory skills
• Good knowledge of office infrastructure and building systems
• Contractor management
• May be required to travel to Mthatha and East London offices as and when required
• Must have own transport and available to attend to after-hours standby call outs at the office
• Good communication, able to conduct meetings, report writing and supervisory skills
• Good financial ability, accuracy and ensure monthly office recharges to various sectors
• Must be a Team Player