Learnership Opportunities at Ellahi Consulting

Primary Purpose of the Job

The Facilities Planner is responsible for providing administrative and clerical support to the Facilities and building managers and Senior Managers, issuing of orders and answering calls, compiling schedules typing of letters, reporting utility issues and OHS related incidents from time to time, as well as all other normal office duties and support services to the and other staff within the division as agreed on and ad hoc basis.

In addition, the position requires the Learner to have a good understanding of the operational activities associated with facilities management and with this background acquire a working knowledge of Information Management Systems.

The facilities Planner is responsible for a broad range of administrative and support functions; these include, but are not limited to, screening and handling verbal and written correspondence and problem communications; acting as point of first contact for tenants, suppliers and departmental staff; processing and maintaining administrative records, compiling weekly water reading status reports, managing and monitoring of job cards and other reports, and performing other duties as assigned. Planning, organising, and control are therefore integral aspects of his daily routine.

Key Performance Areas (KPA’s)

• To assist the Facilities Manager with all administrative functions of the Facilities Division.
• Plan co-ordinate and manage administrative functions as required.
• Manage, control, log and streamline all maintenance calls and follow it through to completion
• To carry out administrative duties and liaise with tenants to ensure a timely and responsive resolution to complaints
• To assist in obtaining of quotes and issuing orders to service providers
• To collect, check, compile all invoices received from vendors and suppliers and prepare paperwork for submission to finance department to ensure timeous payments are made to tenants, suppliers, bodycorporates etc.
• To ensure tenant satisfaction through managing and resolving tenant & supplier queries and maintaining a comprehensive and up-to-date database of tenant & supplier correspondence within the limits and boundaries of binding contracts/ leases and in accordance with the Procurement Process.
• Issuing and management of job cards to various service providers, obtaining signed work permits for each job and managing the service providers and respond accordingly.
• Management of the monitor jobs report and feedback. Follow up on all RFQ’s and job cards and notify the Facilities Manager of any issues.
• To ensure that RFQ’s, quotes, invoices & practical completion certificates are put together and supplier accounts are correctly authorized and submitted for timeous payment in accordance to company policies and procedures.
• To collate and ensure all documentation for the building OHS files are kept up to date at all times.
• To conduct effective control and filing of physical and electronic service reports, orders issued and property information and documentation.
• To compile and manage the water management schedule and actively monitor water wastage.
• To meet internal and external customer needs in a timely and courteous manner.
• Act as a customer and supplier liaison interface
• Resolve or appropriately refer questions, requests, complaints and problems
• Perform ad hoc tasks as requested
• Assist and co-ordinate administrative activities with Facilities Manager to ensure maximum performance and compliance with all policies and procedures.

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Primary Purpose of the Job

To administer and coordinate the leasing process, or part thereof, so that agreements of lease are expediently concluded and captured to the property management system.

Key Performance Areas (KPA’s)

• To maintain, keep track of and manage the process flow of any original documentation as well as maintain awareness of the lease status of all leases within area of responsibility and drive the process to finalisation
• To ensure that due process is followed in the most expedient manner with regard to the processes preceding the conclusion of new agreements of lease and renewals in particular (but without exclusion) credit worthiness checks and obtaining FICA and other relevant documentation.
• To effectively administer all lease processes so that such processes are followed and adhered to.
• To provide comprehensive operational and management reports, supported with hands-on knowledge on the status of vacancies and leasing activity within the area of responsibility.
• To provide assistance so that each agreement of lease is accurately and comprehensively captured onto the property management system so that the utility of the database is maximized and the maximum value of costs can be recouped from tenants.
• Assist in the negotiation and conclusion of lease agreements
• To provide general administrative support and document management to the leasing and administrative department
• To assist with market research pertaining to node specific property information.

The above duties are the main duties required to be successful in this role, however, the employee can be requested to perform other duties and responsibilities from time to time during his/her employment with the company, based on its operational requirements. The job title does not define or restrict the employment relationship and it is required within reason that the employee avail him/herself to undertake other work at the request of the company.

Competency Requirements:

Essential

• Communicating in Writing
• Quality Orientation
• Results Driven
• Team working
• Organisation
• Communicating Orally

Desirable

• Reliability
• Fact Finding
• Customer Focus
• Relating to Customers
• Business Awareness

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Primary Purpose of the Job

The Stakeholder Engagement Learner will work closely with the Head of marketing, as well as members who serve as executive sponsors of key stakeholders within the business.

As part of a strategic plan, the company has prioritised the execution of the stakeholder engagement strategy and delivery of several critical projects that will positively impact the business. The strategy and projects will require integration of tasks across functional areas, clear business requirements and timelines, and regular status reporting.

The Strategic Project and stakeholder engagement learner will manage all aspects of the above-mentioned strategy and the various projects of a complex nature and/or medium size initiatives by assembling a project team, assigning individual responsibilities, identifying appropriate resources needed, and developing schedules to ensure timely completion of project. He/she will identify critical capabilities, project resources, budgets and critical path issues and reports to project sponsors, the project team, and the Executive Team.

Key Performance Areas (KPA’s)

Delivery/execution of the stakeholder engagement strategy through internal project management (including setting up project / working groups for each stakeholder) and liaising with key internal stakeholder or project owners.

Driving innovation through strategic initiatives, generating a business relevant idea bank and incorporating these ideas into the long term business strategy. Key focus areas listed below:

• Ideas on programmes of how to drive innovation in the business amongst staff
• E-commerce solutions
• Digital gift cards
• Other ideas / projects

Manage strategic internal marketing department administration projects.

• Develop and submit a corporate marketing department budget
• Develop, implement and manage a marketing department payment process to conform to business policies and processes

Develop a new strategy for the Mentorship Challenge.

• Re-purpose the Mentorship Challenge to align with business objectives. Develop and present the strategy, budget and project plan

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Primary Purpose of the Job

This position is ideal for a person who has just completed a junior degree and has a keen interest in governance and compliance. The incumbent will be expected to provide support to the secretarial department.

Key Performance Areas (KPA’s)

• Manage and distribute internal and external correspondence for the secretarial department
• Ensure secretarial documents/resolutions/minutes/CoR forms etc. are approved and forwarded to the relevant parties timeously
• Type all secretarial documentation/complete resolution templates and CoR forms etc. for submission to the Company Secretary
• Assist in reviewing contracts, agreements and other legal documents and drafting relevant resolutions in relation thereto
• Implement and maintain quality assurance guidelines on secretarial documentation
• Attend to the signature of all documents with the relevant stakeholders
• Set-up and schedule meetings as required by the secretarial department
• Ensure that all relevant documentation is prepared in advance of meetings
• Assist with minute taking and ensure that minutes are typed and distributed timeously
• Attend to administration queries/requests and follow through with appropriate stakeholders
• Ensure all documentation is kept in a safe and secure environment
• Maintain secretarial filling and archiving system
• Ensure accurate record keeping and relevant database input
• Ensure confidentiality at all times

Maintain and update all statutory records, which means and includes:

• pasting of minutes & resolutions in minute books;
• updating minute and resolution register;
• updating all registers (share, directors, company, etc.)
• preparation of resolutions;
• ensuring statutory and e-files are updated with all statutory documents
• Filing of all CIPC forms
• Preparation of documentation necessary to file changes to Master of the High Court
• Assist with Annual Review of formal policies / terms of reference / Charters
• Prepare Annual JSE Compliance Report (Schedule 1 - D1 Form)
• Assist with the preparation of the CoSec Board update (Governance, JSE, Legislation and Statutory
  • Company Update Report) for every Board Meeting;
• Assist with Preparation of “Soft Sections" for IAR (including Shareholder Analysis Tables, Notice of AGM, etc)