Office Administrator at Bidvest Facilities Management

ROLE PURPOSE

Providing support to the Executive and Facilities Management Team to effectively organize and manage areas under his / her jurisdiction and implement portfolio and operational strategy.

MAIN OUTPUTS

Operational

• Create and maintain preventative maintenance on the help desk
• Manage of contractors
• Conduct routine inspections, spot checks.
• Liaise with BFM procurement department service and follow any procedures as required
• Logging of calls and follow up
• Maintain an approved list of contractors
• Financial: Review and report on monthly variance consideration
• Identify with Soft Services Inspections, areas for improvement

General Administration

• Manage Admin activities such as parking, refreshments, catering, booking of meetings and venue and taking minutes
• Filing and submission of all documentation.
• Provide regular feedback to all relevant staff and stakeholders to ensure compliance with company policies.
• Collate, distribute and control sensitive information and reports to authorised persons only.
• Analyse, correct, consolidate and prepare all project related documents for reporting purposes.
• Update all relevant control mechanisms to reflect current situation accurately
• Communicate challenges / concerns to relevant stakeholders timeously.
• Assist in managing all areas of key customer relationships

Health & Safety

• Adhere to the BFMs Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
• Adopt and maintain ISO policy, procedures and standards for the site
• Implement any measures you may identify in accordance with the standards and procedures
• Meet and maintain H&S Audit results of 75% per audit

Reporting

• Prepare presentations for Operations/relevant stakeholders when required.
• Update and maintain all records, including guarantees, COC’s and approval documentation
• Compile and prepare statistics/reports ass and when required.

Adhoc

• Undertake such any other responsibilities as directed by Management.
• Responsible for further specific projects as delegated by the Executive.

QUALIFICATIONS AND SKILLS

The Applicant must meet the following requirements:

• National Diploma in Administration or related qualification
• Certificate in Project management would be an advantage
• Grade 12
• Code B Driver’s License
• Minimum 5 years experience in a similar environment
• Customer services experience and knowledge of service level agreements will be advantageous
• IMS (Integrated Management System)
• Microsoft Office (Intermediate) , SAP Knowledge

FUNDAMENTAL COMPETENCIES

• Good planning and organizational skills
• Initiative/Proactively
• Written Communication
• Service Oriented
• Attention to detail
• Business Acumen
• Decisiveness
• Display pursuit of excellence
• Maintain confidentiality
• Etiquette / Courtesy in Business
• Planning & execution skills
• Problem Analysis
• Demonstrate independence
• Relationship Building
• Listening
• Teamwork
• Good interpersonal skills