Jobs at Bidvest Facilities Management

ROLE PURPOSE

• To provide full administrative support to the HR Team.

MAIN OUTPUTS

• Provide clerical & necessary admin support within the People Management department
• Perform admin & coordination activities for recruitment & selection process
• Perform coordination & scheduling of interviews i.e., call candidates, arrange venues & parking
• Conduct initial orientation to newly appointed employees & issue engagement packs
• Prepare recruitment documentation i.e., employment contracts, staff movement forms
• Ensure timeous submission of engagement pack to Payroll for all new entries, in conjunction with Line Managers
• Conduct exit interviews & provide feedback to Line Management & Human Capital
• Maintain the Human Capital database i.e., CVs, role profiles, PDPs
• Create PRs for Human Capital, follow-up on POs & ensure that service providers are paid timeously
• Responsible for general departmental filing (invoices, attendance registers, etc.)
• Schedule & take minutes during People Management meetings & partake during enquiries i.e. grievances, hearings, appeal
• Update People Management dashboard & maintain accurate reports: Recruitment, Learning & Development & ER activities
• Prepare and consolidate People Management related reporting and data analysis
• Adhere to all policies & procedures with regards to the HR systems & process
• Stay abreast with the applicable labor statutes: LRA, BCEA & SDA
• Providing Support with Special projects as and when required

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:

• National Diploma in Business Administration, Human Resources Management or Industrial Psychology is a requirement
• Matric (Senior Certificate)
• Valid SA Drivers’ License
• 2 years’ experience in generalist administration role within the Human Capital field
• Basic People Management Exposure
• MS Word, MS Excel, MS Powerpoint & MS Outlook (Intermediate skill level), SAP knowledge is an advantage
• Sound knowledge of applicable Human Capital legislation: LRA, BCEA, SDA

FUNDAMENTAL COMPETENCIES

• Initiative/Proactivity
• Deadline Driven & Highly Motivated
• Stress Tolerant
• Excellent Written Communication
• Customer Focus
• Co-ordination, Planning & Scheduling
• Problem Analysis
• Teamwork & Partnering
• Relationship Building
• Interactive Reasoning
• Excellent Oral Communication

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ROLE PURPOSE

• To facilitate the development and submission of comprehensive bid proposals to prospective Clients, timeously & within budget. Ensure that the Company has given itself the utmost possible chance for the bid success. FM sales team looking for a positive and enthusiastic bid assistant with sound admin and project skills to work alongside the Bid Manager and Sales Team. Excellent project management and organization skills critical.

MAIN OUTPUTS

• Manage day-to-day bid process activities from document receipt to submission of bid.
• Develop & manage the bid process plan towards effectively responding to RFIs, RFQs & RFPs
• Analyse tender documents to ensure all necessary mandatory information is included.
• Research potential clients to develop targeted proposals that meet the client’s needs & aspirations
• Facilitate the writing of comprehensive responses to RFIs, RFQs & RFPs to produce market leading proposals and client presentations
• Engage with various stakeholders and levels of management in ensuring that proposals are reflective of the business & individual Client’s needs
• Liaise with support services such as Finance, People Management, Supply Chain, to ensure integrity of information required for bid proposals
• Ensure quality of bid documents in accordance with Bidvest Facilities Management & best practice quality standards
• Ensure that bid documents are complete within the stipulated timeframes and deadlines.
• Implement & maintain a controlled access storage for data & bid information for ease of use by internal stakeholders
• Responsible for effective communication between the client & company throughout the bid process
• Coordinate client site visits when necessary on behalf of Sales team
• Conduct white board updates - Consistent tracking of prospect bids & proposals submitted with business development team
• Co-ordinate the application process for registration with clients / vendor and database registrations
• Handing of drafts & finalized bid documentation to the Sales team including Chief Sales & Marketing Officer, for review prior to submission
• Tracking of tender / RFQ process and exact record keeping of strategic dates and information to be provided / presented
• Provide weekly/monthly reports on pipeline bids (current & potential)
• Must be willing to work under immense pressure with many large projects running simultaneously
• Provide administrative support from time to time on mobilisation and demobilisation projects. This would typically include, updating SharePoint folders, minute taking, coordination of site visits and site commissioning and decommissioning.

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:

• National Diploma or Degree in Marketing or Business Administration or Project Management (favorable)
• Experience in Facilities Management or Property Management Industry (favourable)
• Experience working on Design Programmes - Adobe Creative Cloud (favourable)
• Matric (Senior Certificate)
• Valid SA Driver’s License
• Minimum 3yrs relevant experience in bid processing & documentation
• Bid coordination & Project Administration
• MS Word, MS Excel, MS Powerpoint, MS Project, MS Visio & MS Outlook (Intermediate skill level)
• OHS Act, ISO 9001 Quality Management & Risk Management Systems

FUNDAMENTAL COMPETENCIES

• Initiative/Proactivity
• Deadline Driven & Highly Motivated
• Relationship building
• Excellent Written Communication
• Attention to detail
• Able to work alone and in teams
• Creative & innovative
• Action orientation
• Customer Focus
• Negotiation Skills
• Analytical Skills
• Planning/Scheduling/Objective Setting
• Teamwork & Partnering
• Relationship Building
• Interactive Reasoning
• Excellent Oral Communication

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ROLE PURPOSE

• Short Description: Managing and Controlling finances of projects.

MAIN OUTPUTS

• Financial Management of projects – Ensuring budget compliance, company policy governance and accounting standards
• SAP Updating – Ensuring 100% data integrity of the Projects in the SAP PS Module, Releasing and Closing projects, update planning
• Project Accounting: Purchase Requisitions, Purchase orders done timeously, matching supplier invoices.
• Project Controlling – Meetings with Project Managers and project Co-Ordinator’s. Responding to queries and resolution thereof.
• Month End Closing: Processing POC, Billing, Direct Payments, Sending the billing invoices to customer.
• Reporting: Balance sheet reconciliations, GRIR, Purchase orders, Projects feedback.
• Special: Internal and External audit support and query resolution, Client year end closing.

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:

• Certificate/Diploma in Finance and/or studying towards
• Grade 12 with accounting
• Valid SA driver’s license
• 1 to 2 years financial experience
• IFRS knowledge and understanding
• Accounting standards
• Understanding of projects environment
• Microsoft -Excel
• Microsoft - Outlook
• Microsoft - Word
• SAP – PS and FI module

FUNDAMENTAL COMPETENCIES

• Stress Management
• Confidence
• Tolerance of others
• Balanced life
• Trusting others
• Judgement
• Business Acumen
• Flexibility
• Result Orientation
• Courage and decisiveness
• Analytical ability
• Interactive reasoning
• Initiative/proactivity
• Customer Focus
• Teamwork and partnering
• Personal impact/persuasiveness

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ROLE PURPOSE

• Short Description: This role is responsible for managing all master data related to supply chain management. Buying activities will also form part of this role depending on business needs and requirements.

MAIN OUTPUTS

• Upload all relevant master data on SAP and other approved systems
• Manage master data quality by following the approved master data management processes and guidelines
• Ensure master data management processes and guidelines remain up to date and relevant
• Gather all required documents required for supply chain and the master data files. E.g. vendor registration documents
• Register all vendors onto SAP and other approved systems
• Ensure that documents with expiry dates and those that need to be updated on a regular basis are managed and remain updated
• Educate the rest of supply chain, suppliers, and customers on master data requirements and standards
• Prepare and manage required reports for Supply Chain and the business

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:

• National Diploma Supply Chain/Logistics/Purchasing
• CIPS and others would be an advantage
• Matric
• 2-3 Years purchasing and master data management experience
• Master Data Management
• B-BBEE Codes
• Advanced Excel, Word, PowerPoint, SAP, Internet
• A basic understanding of Health & Safety is required

FUNDAMENTAL COMPETENCIES

• TFMC RITCH Values - Respect, Integrity, Trust, Consideration, Honesty
• Proactive
• Adaptable
• Planner / Organiser
• Self-starter that’s Deadline Driven
• Listening skills
• Mentor
• Decisive
• Professional
• Structured with attention to detail and accuracy
• Analytical
• Innovative problem solving skills
• Ability to multi-task
• Collaborative team player, work co-operatively, and share responsibility with others
• Exceptional Negotiation Skills
• Able to handle pressure
• Excellent written and verbal communication skills are essential

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ROLE PURPOSE

• To implement and manage an integrated Facilities Management solution for Clients within the region of responsibility in accordance with the SLA.

MAIN OUTPUTS

• Responsible for driving integrated Facilities Management (FM) services and strategy for the Client
• Ensure delivery of efficient FM service as outlined in the Service Level Agreement (SLA)
• Implementation of an effective HSE, Quality & Risk Management system in conjunction with the Contracts Manager, and in accordance to Client needs
• Conduct daily audits on FM services rendered and ensure that prescribed work quality and standards are sustained
• Ensure timeous sign-off and variance explanations on P&L's
• Identify gaps and deficiencies in services, advise and effect solutions as part of Continuous Improvement on FM services rendered
• Manage back to back SLA agreements with suppliers and contractors
• Monitor service providers’ (contractors) performance and effect corrective action on any deviations to the SLA
• Assist in the management of FM projects and provide technical support, where applicable
• Demonstrate and instill effective adherence to processes on infrastructure maintenance
• Explore and recommend innovative methods, based on best practices, in order to bring about cost-effective solutions
• Ensure timeous processing of invoices
• Provide monthly reports and feedback on continued compliance to the SLA
• Building strategic relationships both internally and externally
• Manage staff performance & facilitate improvement through regularly monitoring performance & providing required coaching, support & feedback
• Manage performance & conflicts within subordinate employees & effect corrective actions, in line with company policies/procedure
• Ensure adequate staff placement i.e. prepare suitable shift-roster where applicable and manage/approve applicable leave for subordinate employees
• Responsible for training, coaching, mentoring & development of subordinate employees

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:

• National Diploma/Degree: Facilities Management, Property Management, Project Management, Operations Management or related FM formal qualification
• Matric (Senior Certificate)
• Valid SA Drivers License
• 8yrs relevant experience in Facilities Management, CRM, Property Management & Financial Management
• Facilities Management, CRM, Property Management & Financial Management
• MS Word, MS Excel, MS Powerpoint, MS Project & MS Outlook (Intermediate skill level), SAP knowledge
• Knowledge of OHS Act, ISO 9001 Quality Management, Risk Management Systems, Property Law & Contractual Law

FUNDAMENTAL COMPETENCIES

• Initiative/Proactivity
• Deadline Driven & Highly Motivated
• Stress Tolerant
• Excellent Written Communication
• Supervisory Skills
• Subordinates Capacity Building
• Customer Focus
• Negotiation Skills
• Analytical Skills
• Planning/Scheduling/Objective Setting
• Teamwork & Partnering
• Relationship Building
• Interactive Reasoning
• Excellent Oral Communication

Closing Date 14 July 2023

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Brief Role Description:

• To assist, implement and manage systems to best support maintenance strategies and rendering of efficient service delivery environment to customers

Key Performance Areas (KPA’s)

• Maintain Preventative Maintenance (PM) schedules in accordance to the SLA for all equipment and services
• Create Purchase Requisitions (PR) on correct expense codes and ensure accuracy against the quotation
• Ensure that all orders are processed timeously
• Monitor the execution of work and implement corrective measures on deviations
• Manage all incoming requests and complaints on daily basis, and provide timeous feedback in ensuring customer satisfaction
• Dispatch requests to technical staff and pertinent service providers and follow-up on action items
• Conduct monthly verification of WIP and report on variances
• Provide weekly/monthly reports on SLAs and backlog
• Planning for placement of employees, contractors and efficient utilization of materials and tools
• Ensure that tasks are conducted efficiently and optimum use of tools and equipment
• Building good Internal and External customer relationships
• Undertake other related duties and assignments as assigned from time to time

Minimum Requirements:

• N3 - N6 in Engineering or Project Management, Operations Management, Finance or Business Administration
• Matric (Senior Certificate)
• Valid SA drivers License
• SAP Experience is a requirement
• Minimum 2 years relevant experience in maintenance planning, project management and knowledge of financial management principles
• Maintenance planning, project management skills
• MS Word, MS Excel & MS Outlook (Intermediate skill level),
• Knowledge of OHS Act & ISO 9001 Quality Management Systems

Closing Date 21 July 2023