Key Accountabilities or Principal Responsibilities<\/p>\n
Primary Duties<\/p>\n
\tOffice Administration
\n\tHelpdesk \/ Call Centre Administration
\n\tCustomer Care \/ Frontline Reception
\n\tManaging of all Contractors and Suppliers
\n\tLiaise with all client requests
\n\tLiaise with the Landlord regarding landlord-related issues
\n\tEnsure all facilities related issues are attended to timeously
\n\tEnsure OHS files are reviewed monthly<\/p>\n
Secondary Duties \u2014 Office Administration<\/p>\n
\tWork closely with operations teams and HO Finance to ensure efficiencies in procurement requirements and deliverables
\n\tProvide relevant PO status reports as requested
\n\tPrepare PowerPoint presentations
\n\tTake and type minutes for operational and Management meetings
\n\tAssist with functions and events
\n\tPerform ad-hoc administrative tasks as required<\/p>\n
Invoices<\/p>\n
\tCollect all invoices and timesheets from contractors
\n\tAllocate and capture all invoices for payment to creditors
\n\tSort and check Supplier Invoices; compare invoice to order and attach order to relevant invoice
\n\tEnsure address and VAT numbers on invoice are correct
\n\tAdd all invoices and statements to Control Sheet
\n\tForward to Head Office for payment<\/p>\n
Control and Maintain Stock<\/p>\n
\tMonitoring and ordering stock as necessary<\/p>\n
Helpdesk \/ Call Centre Administration<\/p>\n
\tReceive all help desk tasks from clients
\n\tEnsure all calls, however received, are logged onto the Help Desk IT system
\n\tForward all tasks to the responsible parties
\n\tInput time frame onto help desk through Task Classification
\n\tFollow up that the task was successfully allocated
\n\tMonitor Task classifications and initiate system faults for correction by IT dept.
\n\tProduce daily report on all requests logged on help desk for the facilities Coordinator highlighting present status
\n\tEnsure all completed tasks are closed
\n\tHighlight incomplete tasks and drive for closure
\n\tFollow up on outstanding issues
\n\tUpdate task status for client information
\n\tReport to on-site Facilities Manager<\/p>\n
Customer Care \/ Frontline Reception<\/p>\n
\tRespond to all calls in a professional manner, ensuring a professional image is projected at all times
\n\tCommunicate all telephone messages to the intended person as promptly as possible
\n\tEnsure confidentiality of privileged information at all times; apply discretion when handling information and pass sensitive issues to the relevant manager
\n\tDeal professionally with international visitors and VIP guests
\n\tSchedule and organise meetings and appointments
\n\tDiary management and bookings for meeting rooms
\n\tPrepare for meetings by ensuring that the venue is in order
\n\tMaintain reception appearance and adherence to business etiquette
\n\tEfficient receiving of clients, contractors, and visitors
\n\tCourier facilitation
\n\tManagement of deliveries and receiving
\n\tReception security
\n\tDeal with any reception issues and bring to the attention of the correct person
\n\tIt should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.
\n\tPrescribed procedures may be amended by management as and when required.<\/p>\n
Qualification Requirements and work-related experience<\/p>\n
\tGrade 12
\n\t2\u20135-year experience in Facilities management environment
\n\tComputer Literate in MSOffice
\n\tExperience of contract administration
\n\tExperience in writing and presenting reports
\n\tKnowledge of pre-planned maintenance services advantageous<\/p>\n
go to method of application \u00bb<\/p>\n
Apply via company website ( N \/ A ) or<\/p>\n
<\/p>\n","protected":false},"author":2,"featured_media":0,"template":"","meta":{"_promoted":"","_job_location":"","_application":"","_company_name":"AFMS Group","_company_website":"http:\/\/N%20\/%20A","_company_tagline":"The AFMS Group (Pty) Ltd is a privately owned company established in 2002 providing specialist services to the built environment sector. We have a national footprint throughout South Africa with regional offices located in:","_company_twitter":"","_company_video":"","_filled":0,"_featured":0,"_remote_position":0,"_job_salary":"","_job_salary_currency":"","_job_salary_unit":""},"job_listing_region":[11],"job-types":[12],"class_list":{"0":"post-30894","1":"job_listing","2":"type-job_listing","3":"status-publish","4":"hentry","5":"job_listing_region-gauteng","7":"job-type-full-time"},"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job-listings\/30894","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job-listings"}],"about":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/types\/job_listing"}],"author":[{"embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/users\/2"}],"wp:attachment":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/media?parent=30894"}],"wp:term":[{"taxonomy":"job_listing_region","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job_listing_region?post=30894"},{"taxonomy":"job_listing_type","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job-types?post=30894"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}