Job Description

Closing Date 2025/02/11
Reference Number SAA250203-2
Job Title Divisional Assistant CRES
Division Finance
Business Unit Corporate Real Estate Services (CRES)
Job Type Permanent
Location - Country South Africa
Location - Province Gauteng
Location - Town / City Kempton Park
Job Purpose
The role is responsible to support management in ensuring that the day-to-day functions run smoothly as well as performing administrative and clerical work in the CRES department.
Furthermore, the role is responsible to provide assistance with CRES projects, maintaining documents and the relationships with external service providers.
Principal Accountabilities

• Manage the administration of the CRES office (Real Estate, Facilities, GMR2, Projects and Fleet)
• Coordinate and prepare reports/reporting among different functional areas of CRES
• Assist department with preparation of documents, e.g. presentations, motivations, submissions, formatting documents, sourcing information, etc.
• Complete standard leasing proposals and related templates
• Call service providers to follow up requests per Real Estate contracts (valuations, rates and taxes, water, electricity)
• Liaise with Hard Services service providers regarding maintenance issues
• Check call centre CM weekly report to ensure it is in line with SLA and compile report
• Ensure that the standby generators diesel tanks are always full
• Filing and recordkeeping for the CRES department. Manage communications (inbound and outbound calls and emails)
• Handle the financial administration (processing of invoices, capturing of journal entries, preparing accruals, and getting relevant approvals, advising debtors of meter readings)
• Keep the CRES property information portal up-to-date including leases and contracts
• Update the property register (owned/leased) regularly
• Coordinate submission, checklist sign off within various business units (Legal, Operations, Commercial, GSM, Taxation, Insurance)
• Coordinate submission of contracts to GSM for capture on SAP-CLM
• Provide Secretariat function to the Property Leasing Committee
• Provide meeting support (i.e. boardrooms, refreshments, access and parking, travel arrangements, minute taking)
• Support departmental research initiatives and communicating with vendors, experts, and other staff
• Support CRES projects by managing timelines, resources and deliverables
• Arrange IT items and office space for new hires in the department

Qualifications & Experience

• Grade 12 (Matric) or equivalent at NQF level 4
• Diploma in Secretarial/Business Management or any Facilities Management qualification at NQF level 6
• Project Management qualification will be a strong advantage
• 5 years experience in a senior secretarial/administrative capacity
• Experience within the CRES department will be an advantage

Knowledge and Skills

• Facilities Management
• Real Estate Acumen
• Knowledge of PFMA
• Basic accounting concepts and procedures
• Account reconciliation
• Automated fixed asset applications
• Business writing skills
• Attention to detail
• Clerical practices and procedures
• Analytical
• Business communication skills (written and verbal)
• Advanced proficiency in Microsoft Office suite
• Planning and organising skills
• Problem solving
• Time management
• Interpersonal skills
• Ability to handle confidential information with discretion

Attributes

• Effective communication
• Stakeholder expertise
• Customer centric
• Drives results
• Flexibility and adaptability
• Ethics and integrity
• Information processing
• Team player
• Proactive
• Self-motivated

Additional Information
SAA is using an online recruitment tool. Applicants are required to complete an individual registration profile capturing essential personal and career selection criteria. Applicants must please note that they only need to complete the online registration once and thereafter they can update their online profiles as and when necessary.
PLEASE NOTE: The onus are on applicants to ensure all mandatory fields are completed. Incomplete online profiles will be disqualified from the application process. Online profiles are used for screening and shortlisting purposes. A CV is only for verification and record keeping purposes. Applicants need to ensure that their online profiles are completed with correct and current information. Incomplete sections can disqualify applicants from the screening and selection process.
This applies to all internal and external applicants.