Temp: Facilities Administrator at Housing Development Agency (HDA)

Key Performance Areas:

Switchboard Management and Maintenance

• Provide occasional support at the reception area.
• Handle and respond appropriately to incoming calls.
• Route calls to the correct recipients.
• Take messages and ensure they reach the appropriate parties.
• Report switchboard issues to the Facilities Officer and ensure they are resolved.

Front Office Management

• Greet visitors and direct visitors to the appropriate staff and venues.
• Manage visitor sign-in processes.
• Address queries and maintain queries register.
• Submit weekly reports on query types to the Facilities Officer.
• Ensure reception is organised, clean and have all needed stationery.

Meeting Room Administration

• Schedule and manage meeting room bookings.
• Ensure meeting rooms are prepared and equipped for meetings.
• Ensure all necessary meeting equipment is set up and functioning.
• Arrange refreshments for meetings.

Maintenance of office equipment

• Coordinate the maintenance of office equipment to ensure equipment is in sound working order at all times.
• Report any faulty office equipment.

Service Provider Management

• Conduct daily cleaning inspections.
• Ensure boardrooms meet standards before meetings.
• Maintain professional relationships with service providers.
• Oversee service provider activities.

General Administration

• Distribute mail.
• Maintain internal telephone list.
• Ensure availability of telephone-related information.
• Maintain stock levels of office stationery and refreshments.
• Assist with administrative tasks including answering calls and booking boardrooms.
• Help process invoices and maintain records of processed invoices.
• Address supplier invoice discrepancies and ensure correct deliveries.
• Provide administrative support for queries and booking requests.
• Perform general office administration tasks.

Occupational Health and Safety (OHS)

• Ensure compliance with security, health, and safety regulations.
• Work with Regional and Provincial managers to implement OHS strategies.
• Act proactively to prevent and address incident reports and accidents.
• Respond immediately and effectively as the first responder to accidents.
• Provide guidance to ensure policy and procedure compliance.
• Identify and address non-compliance issues.
• Perform additional duties as required.
• Maintain and update health and safety records and compliance areas.
• Support the upkeep of the preventative maintenance log.

Qualifications & Experience

• National Diploma in Facilities Management / Occupational Health & Safety / Property Management or similar.
• Computer literacy: Knowledge of Microsoft Outlook, Word, Excel and Teams.
• Knowledge and technical know-how relating to all aspects of Facilities administration.
• Two (2) years in Facilities Management / Occupational Health & Safety / Property Management.
• Excellent communication skills.
• Ability to prioritise and manage own workload.
• Good verbal, written and problem-solving skills.