Receptionist | Facilities Administrator at Publicis Groupe

Job Description

• Reception
  • Answering incoming calls and e-mails, directing them accordingly Accurate distribution of messages Welcoming clients, suppliers, and staff Visitors registers/system management ( Including COVID requirements) Security management Tea Lady management for meeting & training set up/clearing Parking management with tenants and trainers/staff 

Building Hygiene

• Protocol Daily office and kitchen checks General reception hygiene- keeping all neat and tidy Liaison with Tea ladies and Cleaning staff SLA suppliers Publicis staff – advisory on protocol requirements
• Administration Accurate Boardroom & Training room bookings Assisting with refreshment and catering requirements for meetings Hands On day to day Liaison with all facilities maintenance staff and suppliers ensuring delivery of services against SLA inclusive of all POE’s, create a digital archive of services and annual schedule Review, scrutinize and Process supplier quotes for all overheads ad hoc services required, Approving and Requesting purchase orders from BUD for processing supplier payments, this must be managed against statements with accurate recons to ensure accuracy on all Financial platforms - monitored on a weekly basis Arranging and booking of all House cost related travel (Accomodation, Car hire and Flights)including management of PO’s and payment to suppliers All facility and Supplier related hard & soft copy filing
• Supports Operations and H&S Officers – in respect of Health & safety audit File management – 2 full days every month to check all line items of Audit, and update the required documentation for submission Health & Safety File maintenance of Supplier Service SLA’s and baseline document requirements Management of full Operational Logistics team daily & weekly Task sheets from the Team leaders delivering consolidated updates for all Operational Logistics tasks completed & scheduled tasks Compiling Minutes from all meetings held bi-weekly and monthly for Operational Logistics team leaders Manage and maintain Asset Operations records in line with BUD’s requests, Asset number verification, and sales management Management of all POE’s against Service supplier SLA’s

Qualifications

• Matric
• Microsoft Word
• Microsoft Excel