Facilities Administrator

Southpoint Student Accommodation; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading student accommodation provider in Cape Town seeks an Administrative Assistant to support the Facilities Managers with various administrative functions and ensure smooth operations. The ideal candidate should have at least 3 years of administration experience and strong proficiency in MS Office. This is a full-time position requiring in-person attendance and offers a dynamic working environment.

Qualifications

• At least 3 years' experience in administration.
• Strong organizational and multitasking skills required.

Responsibilities

• Ensure administrative tasks are completed for the Facilities Department.
• Maintain data integrity and update records daily.
• Assist with procurement and manage duty rosters.

Skills

Administration Knowledge

Proficient computer skills

Knowledge of MS Office suite

Education

Matric

Diploma in admin / facilities

Job description

Overview

GENERAL PURPOSE: To ensure all administrative requirements in the Facilities Department are duly completed and to provide administrative support to the Facilities Managers.

Responsibilities

• Maintain data integrity (this project / information is for use by finance);
• Collect Dex / Turnstile / Internet / CCTV information and update spreadsheet daily, which must be distributed to relevant parties by 10h00 daily;
• Assist with obtaining of quotes and / or supplier prospectus;
• Managing and controlling the monthly duty roster;
• Managing the leave documents for the Precinct Manager and the Building Managers centrally;
• Assist in administrative functions general as and where it relates to the Facilities Department centrally;
• Raise dispatches for artisans and cleaners as and when required;
• Assist with staff queries when Precinct Managers / Building Managers are not in the office;
• Answering the phone;
• Gathering quotes, raise PO's, arrange for delivery and collecting invoices for payment;
• Assist where needed with student enquiries;
• Submit regional invoices;
• Preparing invoices for payment;
• Prepare regional invoices above the cap for approval and sign off;
• Assist and work on weekend roster and distribute to the managers;
• Take minutes during meetings; type minutes and distribute to managers;
• Prepare DBT report as and when required;
• Ensure that you understand the functions of the Maintenance Administrator, the Procurement Officer and the Facilities Admin Clerk of Works to assist should any of these members be ill and / or on holiday;
• Ensure that in turn you cross pollinate your functions so that they can cover your post when you're absent;
• Will work weekends and over time from time to time as the company needs;
• During the high maintenance season (mid- November to mid-February annually week-end) work is mandatory;
• Perform general admin duties as and when required;
• Support building managers on a daily basis with admin related duties and other tasks as and when required;
• Enquire for training quotations from relevant suppliers for the building managers;
• Schedule training for building managers upon final approval from the Precinct Managers and Head of Departments;
• All other ad hoc tasks and responsibilities as assigned by management.

Education & Qualifications

• Matric;
• Diploma in admin / facilities an added advantage.

Experience

• Administration Knowledge;
• At least 3 years' experience;
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office suite.

Additional Information

• Job Type: Full-time
• Work Location: In person
• Closing Date: 25 September
• If you do not receive a response to your application within two weeks, please consider your application unsuccessful.