Facilities Administrator (KC Enstra) at Broll

ESSENTIAL FUNCTIONS AND BASIC DUTIES
Assumes responsibility for the effective performance of all assigned administrative and support functions.
Administration:

• All management and administration relating to Soft Services,
• Services included: Functions and Events Management, and Garden maintenance, Cleaning Administration, Contractor management, invoice receipting and purchase
• service requests as received and manage the delivery of these
• Open and close PTW procedure and complete PTW
• Manage contractors on site
• Capture all invoices once approved
• Request and follow up on all quotes requested by the client
• Monitor contractor response time to calls logged
• Draw up monthly standby duty roster and post out
• Draw up monthly staff overtime and submit to FM
• Receive, compile and action functions schedule for the following week
• Update the invoice schedule
• Carry out manual and digital filing on a regular basis
• Manage soft services and technical scheduled maintenance plan and update
• Bi monthly site walk downs with cleaning and grounds service provider
• Meet with Cleaning supervisor
• Source Soft Services Contractors and suppliers and process vetting procedure
• Soft Services contractor management – request and ensure compliance of HSE files
• Meet monthly with main soft services, and attend weekly status meetings with client and FM Team present maintenance report.
• Participate in weekly functions meetings – complete the functions schedule
• Daily walk with Cleaning supervisor - Assist with Schedules ensure compliance
• Attend client meeting when needed and take actions

Reporting:

• Routine Maintenance Schedule
• Soft Service management

Assumes responsibility for establishing and maintaining effective communication and coordination among staff, client and contractors

• Acts as a liaison between the Company and all stake holders.
• Promotes goodwill and a positive image of the Company.

Assumes responsibility for related duties as required or assigned.

• Ensures timeous reporting and completion of all administrative and management and coordination tasks

EDUCATION/CERTIFICATION:

• Matric.
• Facilities management course or general administration, office support course,
• computer literacy essential

REQUIRED KNOWLEDGE:

• Knowledge of general administration and office support function, knowledge of procurement and invoice procedure advantageous

EXPERIENCE REQUIRED:

• General office experience
• Experience within property management or facilities management environment advantageous