Officer: Facilities Management

Purpose of the Job

The Officer: Facilities Management is responsible to implement facilities services ensuring a functional and safe working environment.

Key Performance Areas

Provide Administrative Facilities Support

• Liaise with maintenance regarding repair required.
• Conduct building inspections as per schedule.
• Ensure that the board room bookings for meetings and functions are allocated as per the requests and that the setup is in line with the required standard.
• Ensure all offices are fully furnished and equipped in line with the approved set guidelines.
• Attend to task, calls and monitor completion.
• Maintain hygiene levels to the required standards.
• Administer and ensure that service providers adhere to service level agreements and contracts, schedules and inspection sheets completed.
• Coordinate the ordering of specified items and monitor the receipt thereof.

Provide space and Parking Management

• Coordinate parking requests and escalate the Senior officer.
• Administer and reconcile parking with the number of parking bays and head count and contract.
• Audit the allocated parking and ensure compliance.
• Conduct office churning and provide advice and support.

Accounts payment on SAP

• Consolidate and quality assure all invoices for the payment of rent and other FM related services.
• Follow up with landlords / managing agents on outstanding invoices before month end.
• Compare all invoices with the amounts agreed in contract.
• Submit all the invoices and payment to the Senior Officer for authorization and verification.
• Create SAP requisitions and follow up on the release thereof.

Reporting

• Provide monthly report for all activities in the Facilities services section.
• Provide updates of requisitions created and the status thereof to the Senior Officer.
• Report on identified concerns noted during the walkabouts e.g. OHS, electrical, non-electrical, plumbing etc.

Qualifications

• Bachelor's Degree/ Advanced Diploma in Facilities Management related qualification.
• Drivers License.

Experience

• Relevant 3 years' experience in Facilities Management environment.
• Experience in SAP will be added as an advantage.

Behavioural

• Planning, Organising and Coordinating.
• Personal Mastery.
• Judgement and Decision Making.
• Ethics and Values.
• Client Service Orientation.

Technical

• Knowledge of associated building maintenance processes.
• Ability to work on related systems such as Sap.
• Project coordination skills.
• Troubleshooting skills.
• Innovative ideas on office set ups.
• Solution focussed.
• Impact and innovation/creativity.
• Knowledge of Basic Financial processes.