The Bidvest Facilities Management invites interested and suitably qualified candidates to apply for the position of Office Administrator to be based in Cape Town, Western Cape.
Position: Office Administrator
Location: Cape Town, Western Cape
Job Type: Permanent
Closing Date: 25 March 2024
Job Details
Division
Customised Solutions
Minimum experience
Entry Level
Company primary industry
Facilities Services
Job functional area
Operations
Job Description
ROLE PURPOSE
Providing support to the Executive and Facilities Management Team to effectively organize and manage areas under his / her jurisdiction and implement portfolio and operational strategy.
MAIN OUTPUTS
1. Operational
- Create and maintain preventative maintenance on the help desk
- Manage of contractors
- Conduct routine inspections, spot checks.
- Liaise with BFM procurement department service and follow any procedures as required
- Logging of calls and follow up
- Maintain an approved list of contractors
- Financial: Review and report on monthly variance consideration
- Identify with Soft Services Inspections, areas for improvement
2. General Administration
- Manage Admin activities such as parking, refreshments, catering, booking of meetings and venue and taking minutes
- Filing and submission of all documentation.
- Provide regular feedback to all relevant staff and stakeholders to ensure compliance with company policies.
- Collate, distribute and control sensitive information and reports to authorised persons only.
- Analyse, correct, consolidate and prepare all project related documents for reporting purposes.
- Update all relevant control mechanisms to reflect current situation accurately
- Communicate challenges / concerns to relevant stakeholders timeously.
- Assist in managing all areas of key customer relationships
3. Health & Safety
- Adhere to the BFMs Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
- Adopt and maintain ISO policy, procedures and standards for the site
- Implement any measures you may identify in accordance with the standards and procedures
- Meet and maintain H&S Audit results of 75% per audit
4. Reporting
- Prepare presentations for Operations/relevant stakeholders when required.
- Update and maintain all records, including guarantees, COC’s and approval documentation
- Compile and prepare statistics/reports ass and when required.
5. Adhoc
- Undertake such any other responsibilities as directed by Management.
- Responsible for further specific projects as delegated by the Executive.
QUALIFICATIONS AND SKILLS
The Applicant must meet the following requirements:
- National Diploma in Administration or related qualification
- Certificate in Project management would be an advantage
- Grade 12
- Code B Driver’s License
- Minimum 5 years experience in a similar environment
- Customer services experience and knowledge of service level agreements will be advantageous
- IMS (Integrated Management System)
- Microsoft Office (Intermediate) , SAP Knowledge
FUNDAMENTAL COMPETENCIES
- Good planning and organizational skills
- Initiative/Proactively
- Written Communication
- Service Oriented
- Attention to detail
- Business Acumen
- Decisiveness
- Display pursuit of excellence
- Maintain confidentiality
- Etiquette / Courtesy in Business
- Planning & execution skills
- Problem Analysis
- Demonstrate independence
- Relationship Building
- Listening
- Teamwork
- Good interpersonal skills
Closing Date: 25 March 2024
Apply Here: Office Administrator