Facilities Administrator

Administrative Objectives

Provide a secretarial function to the TFS management team incorporating the following:

• Maintain and manage a filing system for the division, including employee HR files.
• Assist staff with any HR queries (i.e. leave, sick leave, overtime, medical aid, retirement fund etc.)
• Assist with the completion of HR documents as and when required.
• Co-ordinate interviews with the Snr FM, HODs, HR and shortlisted applicants
• Arrange new staff inductions with HR, Regional Compliance Manager and Site induction with the clients SHE team.
• Assist with the coordination of annual staff medicals ensuring that medicals are received.
• Assist with the completion of IOD forms as and when required and submit to COID ensuring that forms are uploaded to TseboNet.
• Prepare and send employee leave and wage variations to HR and Payroll
• Maintain an accurate leave balance ensuring that departmental leave is captured timeously and that the site leave balance spreadsheet corresponds with the leave liability reports and Vision.
• Order and expedite stationery requirements for the TFS departments.
• Order and expedite consumables for the TFS kitchen (tea, coffee, sugar, and milk)
• Typing of client and SHE minutes, documentation & reports within set timeframes for distributing to the relevant parties
• Assist with the preparation / compiling of monthly reports together with the management team.
• Assist the team with administrative duties as and when required.
• Assist in creating urgent purchase order related work orders.
• Programming of access cards as per the access card procedure (Provide / revoke access to SASA movers, leavers, and joiners)
• Generate Monthly access control reports for the site and attend to access control related queries and the clean-up of the system.
• Relieve at KS Reception when short staffed.
• Liaise with IS for information system related requirements

Helpdesk Objectives

• Log calls with 100% accuracy on the On Key system by ensuring the following:
• Log caller details / log fault details / log location details / categorise calls / prioritise calls to specific work type / assign calls / note all relevant details and comments.
• Generate work orders and forward to the relevant departments / service providers.
• Respond to callers within the defined response times and provide feedback on job progress.
• Ensure calls are responded to and closed timeously, monitoring work order escalations.
• Follow up with the respective departments if work orders have not been responded to timeously.
• Handle all calls in a polite and friendly manner. Handle difficult callers with respect and diplomacy. Escalate difficult callers to the Snr FM where necessary.Inform the Snr FM of work orders not responded to within SLA response times as well as provide feedback and critical observation pertaining to the centralised Helpdesk functions

Helpdesk Reports

• Generate reports as requested by Management and as per the schedule of reports.
• Produce monthly performance & productivity graphs / stats for compiling into the Client monthly report including the compliments and complaints report (SLA report)
• Run daily/weekly/monthly work analysis reports for the departments.
• Escalate unattended work analysis reports to the Snr Facilities Manager within 24 hours.
• Identify additional reporting requirements with relevant users/managers and communicate these to the Snr Facilities Manager
• Obtain statistical information regarding work orders and distribute these to the related departments

Ad Hoc

• Perform/carry out any other reasonable requests as stipulated by Management. This may include assisting in other Departments

ISO 9001; 14001 & 18001 – Quality, Environmental and Health & Safety Standards

• Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures of as applicable to this position

Ad Hoc

• Any reasonable action requested by management

Skills and Competencies

• Good Communication Skills
• Initiative & Problem-Solving Skills
• Excellent Computer Skills
• Knowledge of equipment, materials and suppliers used in facilities management.
• A customer-oriented and professional attitude
• Outstanding communication skills
• Excellent organizational and time-management skills
• Excellent report writing skills.
• Problem solving and Analytical Skills
• Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting.
• Resilience: ability to cope with setbacks.
• Ability to work unsupervised and within a team.
• Self-disciplined, motivated, energetic self –starter with an exemplary work ethos.
• Capability to interact with both internal and external customers at all levels.
• Ability to maintain confidentiality.

Qualifications

• Grade 12 Matric
• 3 years’ experience in a similar environment
• Secretarial Certificate will be an advantage.
• Computer literacy on MS Office and On Key
• Switchboard experience