Facilities Administrator

Primary Purpose of the Job

To provide administrative and clerical support to the facilities team and building managers, typing of

letters and reports, issuing of orders and answering calls as well as all other normal office duties.

Key Performance Areas (KPA’s)

• To provide general administrative support and document management to the operations
• department
• Act as a customer and supplier liaison interface.
• Resolves or appropriately refers questions, requests, complaints and problems.
• Performs ad hoc tasks as requested.
• Updated tenant info – signage and access control, all movement for the month.
• Waste management reporting – ESG tracking – recorded keeping on the share drive.
• Service providers – managing accounts and reconciling queries.
• Monthly – Service Provider meetings – co-ordinating and keeping of minutes.
• Preparing and managing FM Budgets and Forecast
• ESG – Scorecard, managing documentation keeping it updated on ECM.
• Capex – Drafting the Capex Motivation with the assistance and guidance of FM Manager. – Assisting with drafting the close out document.
• Contract Diary – Keeping it updated. - Updated and prepare motivation for contract changes.
• FM – Filing – ECM – Making sure all documents are filled correctly.
• Quarterly H&S Meetings – Arranging and minute keeping.
• Plans and Council Application – Making sure the information is correct on the document, so coordinate with the FM for signature and file the necessary documents.
• Integrated waste municipal platform that needs to be updated monthly on their portal.

Job Specific Requirements

Job Knowledge:

• Company policies and procedures (desirable)
• Functional knowledge procurement process (desirable)

Job Related Skills:

• Oral and written communication skills (essential)
• General administrative and report writing skills (essential)
• Conflict and dispute resolution skills (desirable)
• Problem solving skills (desirable)
• Computer proficiency skills (essential)
• Time management skills (essential)

Job Experience:

• 2 years general administrative experience (essential)
• 1 year company systems experience (desirable)
• Technical property related experience (desirable)
• Customer and supplier liaison experience (desirable)

Education:

• Grade 12 (essential)
• Administrative or technical diploma/certificate (desirable)

Competency Requirements:

Essential

• Quality Orientation
• Organisation
• Results Driven
• Team working
• Communicating in Writing
• Customer Focus

Desirable

• Communicating Orally
• Reliability

Less Relevant

• Convincing
• Relating to Customers
• Problem Solving
• Resilient

Not Relevant

• Fact Finding
• Specialist Knowledge
• Using Initiative
• Business Awareness