Learnership: Facilities Planner ( Klerksdorp - North West) at Ellahi Consulting

Primary Purpose of the Job

The Facilities Planner is responsible for providing administrative and clerical support to the Facilities and building managers and Senior Managers, issuing of orders and answering calls, compiling schedules typing of letters, reporting utility issues and OHS related incidents from time to time, as well as all other normal office duties and support services to the and other staff within the division as agreed on and ad hoc basis.

In addition, the position requires the Learner to have a good understanding of the operational activities associated with facilities management and with this background acquire a working knowledge of Information Management Systems.

The facilities Planner is responsible for a broad range of administrative and support functions; these include, but are not limited to, screening and handling verbal and written correspondence and problem communications; acting as point of first contact for tenants, suppliers and departmental staff; processing and maintaining administrative records, compiling weekly water reading status reports, managing and monitoring of job cards and other reports, and performing other duties as assigned. Planning, organising, and control are therefore integral aspects of his daily routine.

Key Performance Areas (KPA’s)

• To assist the Facilities Manager with all administrative functions of the Facilities Division.
• Plan co-ordinate and manage administrative functions as required.
• Manage, control, log and streamline all maintenance calls and follow it through to completion
• To carry out administrative duties and liaise with tenants to ensure a timely and responsive resolution to complaints
• To assist in obtaining of quotes and issuing orders to service providers
• To collect, check, compile all invoices received from vendors and suppliers and prepare paperwork for submission to finance department to ensure timeous payments are made to tenants, suppliers, bodycorporates etc.
• To ensure tenant satisfaction through managing and resolving tenant & supplier queries and maintaining a comprehensive and up-to-date database of tenant & supplier correspondence within the limits and boundaries of binding contracts/ leases and in accordance with the Procurement Process.
• Issuing and management of job cards to various service providers, obtaining signed work permits for each job and managing the service providers and respond accordingly.
• Management of the monitor jobs report and feedback. Follow up on all RFQ’s and job cards and notify the Facilities Manager of any issues.
• To ensure that RFQ’s, quotes, invoices & practical completion certificates are put together and supplier accounts are correctly authorized and submitted for timeous payment in accordance to company policies and procedures.
• To collate and ensure all documentation for the building OHS files are kept up to date at all times.
• To conduct effective control and filing of physical and electronic service reports, orders issued and property information and documentation.
• To compile and manage the water management schedule and actively monitor water wastage.
• To meet internal and external customer needs in a timely and courteous manner.
• Act as a customer and supplier liaison interface
• Resolve or appropriately refer questions, requests, complaints and problems
• Perform ad hoc tasks as requested
• Assist and co-ordinate administrative activities with Facilities Manager to ensure maximum performance and compliance with all policies and procedures.