Job Description

Facilities Administrator (Stellenbosch) Finance/Admin ~ Other ~ Product/Project management
Stellenbosch - Western Cape - South Africa
ENVIRONMENT:
YOUR strong administration & communication skills as a Facilities Administrator is wanted by a dynamic Investment & Management Firm in Stellenbosch. You will be responsible for ensuring tenant and operational issues/concerns are acknowledged and addressed in a timely and efficient manner. In this role, you will be the first point of contact, for a variety of facilities management requirements in particular you will effectively administer the reporting, recording and progression of a wide range of Facilities issues, as well as general administrative and reporting support to the Portfolio Manager. Applicants will need 1-2 years Facilities Help Desk experience and must be familiar with word processing, spreadsheets, presentation packages, the internet and email.
DUTIES:
Facilities -

• All filing, database functions, scanning, printing and other ad hoc duties.
• Minute taking during any Facilities Meetings as directed.
• Opening job cards and managing progress on these.
• Major works: Monitor and follow up on progress.
• Inspections: Monitor and follow up on progress.
• Project tracking.

Spiceworks -

• Ensure that tickets are assigned on a daily basis to the relevant staff member within the department which tickets shall display the necessary details with the respect to the various tasks to be undertaken.
• Ensure to update the timeous feedback from the relevant Project Manager/Relationship Manager should a ticket go past its due date and obtain a clear explanation in the form of an update for the relevant ticket is captured and new due date is set.
• Ensure that there is no duplication of tickets on the system, such that each and every ticket is allocated to 1 (one) task per ticket number.
• Ensure that on each and every Friday morning Spiceworks automatically sends out a list of all open tickets in the form of report to the relevant persons.
• Ensure to print out the relevant persons reports and provide hard copy prints of the reports to the relevant staff members.
• Ensure that the relevant persons work through their lists promptly in order to facilitate that creation of the most updated report the day after, which will be undertaken by latest every Tuesday afternoon.
• Ensure one-on-on meetings are held with relevant persons in order to assist with the updating of the relevant ticket reports and where feedback if required.

Other General Office Administration -

• All other general office administrative functions as directed, to be carried out accurately and timeously
• All filing, database functions, scanning, printing and other ad hoc duties.
• Office admin.
• Fleet reporting.
• All other administrative tasks as required.

REQUIREMENTS:

• 1-2 Years Facilities Help Desk experience.
• Must be familiar with word processing, spreadsheets, presentation packages, the internet and email.
• Excellent customer service orientation.
• Ability to deal with pressure and deal with multiple conflicting priorities.
• Can manage conflicting parties.

Advantageous

• Experience on Facilities software.
• Bilingual.

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