Facilities Soft Services Assistant at Telesure Investment Holdings (TIH)

Introduction    
Assist the Facilities Soft Services Manager to ensure the effective management of customer and supplier relationships as well as the efficient day to day running of operations at A&G Park, Capital Park and Selvage Yard.

Specification    
Facilities

• Act as a first point of contact, dealing with correspondence and phone calls, managing diaries, organizing meetings, taking minutes and assist Facilities Soft Service Manager with day to day tasks. Arranging service schedules for all maintenance work to be done and ensure that they are done correctly.
• Responsible for the services in all meeting rooms, kitchens and pause areas, including Tea Ladies.
• Ordering, issuing and stock management of office refreshments for meeting rooms and kitchens.

Internal and External Stakeholder Relationship Management

• Contribute to the management of partnering relationships with internal clients, building effective working relationships and providing high-quality professional services to support in delivering business strategy and plans.

Administration

• Work on complex administrative processes and databases to develop and test administrative procedures to ensure they are fully in line with organizational needs.

Health, Safety & Risk Management

• Follow the organization's OHS policies, procedures and mandatory instructions; to identify and mitigate risks, and to safeguard the environment and the wellbeing of oneself and others. Perform monthly inspections as per the register and file hard copy for record keeping.
• Attending Internal & External Health & Safety Audits Maintain all the Health & Safety SLA's, which includes: fire extinguishers, signage, first aid bags, supplier files. Support disaster recovery and business continuity which Facilities is directly responsible.
• Ensure Service Provider OHS file is up to date and sign off by TIH OHS Manager.

Compliance

• Highlight shortcomings in compliance processes, systems and procedures and suggest appropriate improvements.
• Work is focused on an assigned unit or discipline.
• Ensure that business objectives and personal delivery aligns to and meets the company strategic principles.
• Ensure compliance to Building regulations, health and safety regulations.
• Ensure safety rules for contractors, risk assessments via safety regulations.

Business Meetings/Events Arrangement

• Schedule appointments, make arrangements for meetings and conferences, and following instructions to ensure more senior colleagues or a senior executive make best use of their time.

Improvement / Innovation

• Identify shortcomings in existing processes, systems and procedures, and use established change management programs to address them.
• Leverage all available information from our partners, the industry, and internally to ensure we are constantly reviewing our departmental processes, systems and protocols with a view to improve efficiencies.

Personal Capability Building

• Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Requirements    

• General Education
• Grade 12/ SAQA Accredited Equivalent (Essential);
• Facilities Management Certification / Diploma or similar (Advantageous)

General Experience

• 5 or more years customer service / administrative experience (Essential);
• Experience in a Financial Service Industry (Advantageous)

Closing Date:11th, April 2022