Administrator: Facilities- Operations Unit: Property Development, Estate & Maintenance

RESPONSIBILITIES AND OBLIGATIONS

The primary responsibility of the Facilities Administrator is to deliver a smooth functioning facilities administration. In pursuance of this primary responsibility, the Facilities Administrator is required to:

• Control use and storage of movable assets;
• Assume driver's responsibilities when on leave;
• Assume reception responsibilities;
• Ordering of authorised furniture;
• Ordering of authorised office equipment and maintenance of printing machines;
• Ordering and control of Printing paper;
• Ordering stationery for new employees;
• Ordering of groceries and refreshments;
• Making use of checklists for all office management activities;
• Create requisitions on Oracle and follow up on payment for suppliers;
• Constant interaction with Office Assistants and the driver;
• Monitor and guide suppliers when they deliver service within the building;
• Mail Management – outgoing;
• Control use and safekeeping of company vehicles and maintenance thereof service, tyre changes, fines are paid etc;
• When required collect and deliver company postage.

Added Responsibilities

• Interact with other programmes;
• Administer office space Management;
• Interact with CMMS on maintenance lodged by tenants or programmes;
• Interact with Service Providers e.g Canteen, Printing, Grass Cutting etc;
• Provide Monthly reports on Facilities and Office Admin related matters;
• Understands Safety, Health & Environment.

EXPECTED OUTCOMES

• The CDC offices run smoothly on a day to day basis;
• Reduction of overhead costs;
• Company vehicles and booking systems are well maintained;
• Movable assets under the control of office management are properly managed;
• Groceries, refreshments and stationery stock levels are maintained;
• Furniture is received in good order and timeously as and when required;
• New employees receive all necessary equipment upon arrival;
• Ensure that invoices received from Finance for authorisation are returned to Finance speedily to ensure that payments are made on time;
• Understand CDC systems- Oracle, CMMS, Timesheet etc

MINIMUM REQUIREMENTS

• National Diploma in Office Management or any other related field of study;
• Minimum of 3 years' experience in an office management environment;
• Good computer skills and communication skills;
• Valid driver's license.