Jobs at AFMS Group

Key Accountabilities or Principal Responsibilities

Primary Duties

• Office Administration
• Helpdesk / Call Centre Administration
• Customer Care / Frontline Reception
• Managing of all Contractors and Suppliers
• Liaise with all client requests
• Liaise with the Landlord regarding landlord-related issues
• Ensure all facilities related issues are attended to timeously
• Ensure OHS files are reviewed monthly

Secondary Duties — Office Administration

• Work closely with operations teams and HO Finance to ensure efficiencies in procurement requirements and deliverables
• Provide relevant PO status reports as requested
• Prepare PowerPoint presentations
• Take and type minutes for operational and Management meetings
• Assist with functions and events
• Perform ad-hoc administrative tasks as required

Invoices

• Collect all invoices and timesheets from contractors
• Allocate and capture all invoices for payment to creditors
• Sort and check Supplier Invoices; compare invoice to order and attach order to relevant invoice
• Ensure address and VAT numbers on invoice are correct
• Add all invoices and statements to Control Sheet
• Forward to Head Office for payment

Control and Maintain Stock

• Monitoring and ordering stock as necessary

Helpdesk / Call Centre Administration

• Receive all help desk tasks from clients
• Ensure all calls, however received, are logged onto the Help Desk IT system
• Forward all tasks to the responsible parties
• Input time frame onto help desk through Task Classification
• Follow up that the task was successfully allocated
• Monitor Task classifications and initiate system faults for correction by IT dept.
• Produce daily report on all requests logged on help desk for the facilities Coordinator highlighting present status
• Ensure all completed tasks are closed
• Highlight incomplete tasks and drive for closure
• Follow up on outstanding issues
• Update task status for client information
• Report to on-site Facilities Manager

Customer Care / Frontline Reception

• Respond to all calls in a professional manner, ensuring a professional image is projected at all times
• Communicate all telephone messages to the intended person as promptly as possible
• Ensure confidentiality of privileged information at all times; apply discretion when handling information and pass sensitive issues to the relevant manager
• Deal professionally with international visitors and VIP guests
• Schedule and organise meetings and appointments
• Diary management and bookings for meeting rooms
• Prepare for meetings by ensuring that the venue is in order
• Maintain reception appearance and adherence to business etiquette
• Efficient receiving of clients, contractors, and visitors
• Courier facilitation
• Management of deliveries and receiving
• Reception security
• Deal with any reception issues and bring to the attention of the correct person
• It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.
• Prescribed procedures may be amended by management as and when required.

Qualification Requirements and work-related experience

• Grade 12
• 2–5-year experience in Facilities management environment
• Computer Literate in MSOffice
• Experience of contract administration
• Experience in writing and presenting reports
• Knowledge of pre-planned maintenance services advantageous

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Primary Duties

• Maintain central plants (chillers, pumps, towers & controls)
• Maintain DX plants (package units, RACS, splits)
• Maintain VRV systems and electrical panels
• Maintain and troubleshoot building management system
• Supervise junior staff
• Liaise with clients daily
• Perform standby duties as per roaster
• Work unplanned hours in case of an emergency to ensure business continuity.
• Perform any other duties as delegated by Management
• Carry out repairs on HVAC equipment as per client requests and in accordance with SLA and operational rules.
• Dispose of hazardous waste in line with the OSHACT.
• Conduct heat load assessment to determine size of AC unit required for a room/office
• Installation of HVAC units as per regulations and to uphold guarantees from suppliers

Secondary Duties

• Ensure each planned maintenance job card has task sheet attached.
• Ensure that all staff working on the job have appropriate PPE.
• Ensure that risk assessment and LOTO procedure have been followed.
• Ensure all tasks relevant to the planned maintenance are carried out satisfactorily, in accordance with legal requirements and OEM.
• Complete job card in full and obtain completion signatures.
• Submit completed job card for closing
• Report any follow-up work and any safety related matters noticed.
• Complete plant logbook

General

• Train, develop and uplift junior staff through knowledge and skill transfer.
• Ensure that all tools used are well maintained, and the correct tools are used for the relevant trade
• Maintain good housekeeping in areas of responsibility
• Give feedback to helpdesk at each critical phase of the repair job.
• Demonstrate teamwork and readiness to assist fellow employees.
• Adhere to AFMS Policies, Protocols and Procedures
• Ensure compliance to Occupational Health and Safety Act
• It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.  
• Prescribed procedures may be amended by management as and when required.

 
Key Skills and Experience

• Grade 12
• Minimum 5 years relevant experience
• Experience on Central Plant
• Nationally recognized HVAC Qualification (Post Trade Test / N3)
• Industrial refrigeration Trade Test
• Valid driver’s licence (Code 8)
• Valid Gas license to issue COC
• Safe Handling Certificate
• Knowledge and good understanding of applicable Health & Safety regulations and procedures
• Willing and flexible to work extended hours and/or outside of normal working hours where required

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Key Accountabilities/ Principal Responsibilities

• Assist with Technical Requests as instructed
• Assist with non-technical requests as instructed
• Assist with facility maintenance as instructed
• Assist with Ad-hoc duties as instructed
• Ensure compliance to Health & Safety Act
• Communicate repairs / provide feedback to Facilities Manager via daily report

Primary Duties
Technical Requests

• Assist in corrective, planned and preventative maintenance.
• Assist with performing repairs to all building fabric, carpentry and joinery
• Assist with repairs to locks, handles hinges and accessories as required
• Assist with repairs to venue seating, panels and fittings
• Assist in conducting minor building repairs and maintenance
• Assist Handyman to ensure toolboxes and equipment are maintained according to standards
• Report all technical defects observed
• Assist Handyman to perform daily routine building inspections

Secondary Duties

• Assist with the movement of office furniture
• Assist Handyman in unloading big deliveries
• Assist with the movement of unused furniture or equipment to store
• Assist with maintaining neatness of stores
• Familiarise with the layout and facilities of the site and adhere to the client house rules
• Establish and maintain a good working relationship with the management and staff of the site where based
• Adhere to ad-hoc reasonable requests from management

Facility Maintenance

• Assist with checking all facilities are in good working order
• Assist with checking arena seating and tribune seating
• Assist with checking tiling and paved surfaces
• Assist with checking all partitioning, ceilings, roof and building structure
• Assist with checking windows and doors are all in good order
• Assist with checking all painted surfaces are in good order
• It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.  
• Prescribed procedures may be amended by management as and when required. 

Key Skills and Experience

• Grade 10
• Min 2-3 year working experience
• Good comprehension of English / Afrikaans language