Facilities Co-ordinator at Truworths

Job Description    

The successful individual’s prime responsibility would be to ensure that the administration of the Facilities Department is efficiently processed and maintained for effective record control and the smooth running of the department.

Key Responsibilities    

Parking:

• Invoice all parkers monthly for rental fees
• Invoice parkers for lost cards, deposits and vehicle clamping
• Ensure payments are received on time
• Send letters of demand to tenants for late payments
• Reconcile payments with bank statement
• Processing of debit orders
• Send monthly statements to rentals
• Create credit memos for cancelled accounts
• Process refunds
• Allocate parking bays as and when required
• Draw up lease agreements
• Keep an updated database of all agreements
• Ensure bays are marked according to company/person
• Supply access cards as required
• Open accounts on system for tenant

Processing invoices:

• Ensure invoices from suppliers are received on time
• Process the same timeously before month end
• Issue purchase orders as required
• Keep track of supplier spend per supplier for record keeping

Agreements & Supplier Forms:

• Issue supplier forms on request, and liaise and follow up with suppliers to ensure the correct documentation are received timeously
• Check the pack for accuracy and forward to the Finance Department
• Liaise with the Legal Department for all Non-Disclosure and Service Level Agreements that require signing

Building committee

• Draft the quarterly agenda, record accurate minutes and distribute to committee members timeously

Qualifications and Experience    

• Minimum of a Matric qualification
• Computer literate with proven Excel skills – Intermediate level
• Must be comfortable working with figures and be financially orientated

Competencies    

• Good attention to detail
• Deadline orientated - Good ability to follow up on and comply with deadlines

Self-motivated

• Good communication skills with the ability to interact and engage across departments, while forming and maintaining positive work relationships
• Team orientated
• Ability to manage change and use your initiative in problem solving