Facilities Assistant

The Church of Jesus Christ of Latter-day Saints; Johannesburg; On-site; ZAR 240,000 - 360,000; Full time

Job summary

The Church of Jesus Christ of Latter-day Saints in Johannesburg seeks an experienced facilities administrative support role. You will assist the Facilities Manager, coordinate purchasing, invoicing, reporting, and vendor communications, ensuring timely maintenance and compliance with church standards.

This senior-level, individual-contributor position emphasizes accuracy, confidentiality, and effective coordination of office operations and financial records within a faith-based environment.

Qualifications

• 3 years of related experience or progress towards/completion of a relevant degree or certification.
• Diverse clerical experience and ability to learn new software.
• Strong communications and business writing skills.
• Basic business accounting: invoices, purchase orders, contracts.
• Organizational skills: filing, scheduling, time management, prioritization.
• Effective communication with leaders, employees and vendors.
• Customer-oriented, results-focused, adaptable and flexible.
• Experience with accounts/payments management.

Responsibilities

• Prepares and processes purchase requisitions and orders.
• Receives invoices and matches to purchase orders and ensures accuracy.
• Monitors billed items and approvals.
• Prepares payment uploads and financial reports.
• Maintains CNA, purchase orders, work orders, maintenance schedules and records.
• Ensures tax information compliance.
• Communicates with vendors under FM direction.
• Maintain office operations and train assistants.
• Prepare reports and upload/mail to HQ or stake leaders.
• Analyze budget expenditures monthly.
• Assist with assigning work orders as needed.

Skills

Communication skills

Organizational skills

Time management

Adaptability

Customer service oriented

Education

Related university degree or progression

Industry-recognized certification

Tools

Windows

Microsoft Applications

Job description

Job Description

This position helps provide and maintain facilities which give Church members places where they can worship, teach, learn, pray together, make and renew covenants, and receive sacred ordinances. Each Church facility that is built and/or maintained should 1) Provide a spiritual setting for members to worship and 2) Present an image of reverence and dignity in the community. This position assists the Facilities Manager (FM) to ensure timely maintenance to facilities using established processes and standards of maintenance, repair, and replacement and administrative support to a facilities management workgroup. This is a senior-level support, individual contributor role.

Job Description

This position helps provide and maintain facilities which give Church members places where they can worship, teach, learn, pray together, make and renew covenants, and receive sacred ordinances. Each Church facility that is built and/or maintained should 1) Provide a spiritual setting for members to worship and 2) Present an image of reverence and dignity in the community. This position assists the Facilities Manager (FM) to ensure timely maintenance to facilities using established processes and standards of maintenance, repair, and replacement and administrative support to a facilities management workgroup. This is a senior-level support, individual contributor role.

Responsibilities

• Prepares and processes purchase requisitions and orders.
  • Receives invoices and matches to purchase orders, ensuring accuracy and completeness and compliance with controls.
  • Monitors billed items to ensure approval following established processes.
  • Prepares payment uploads and financial reports.
  • Reviews purchasing card statements.
  • Track all materials and services, ensuring receipt or fulfillment; maintains a follow-up file on back orders; maintains related financial and human resource files.
  • Ensures compliance with tax information and requirements.
  • Under the direction of the FM, communicates frequently with vendors and contractors.
• Assist with the establishment of vendors.
• May prepare contracts and verify insurance documentation.
• Maintain computer databases: capitol needs assessment (CNA), purchase orders, work orders, preventive maintenance schedules, employee & facility records.
• Ensure efficient management of payments and reimbursements in an accurate and timely manner, as well as verify the payment of utilities and property-related taxes.
• Perform clerical/secretarial duties such as typing correspondence and reports; takes minutes at meetings if requested, enter computer data; maintain files; answer telephones; handle in-coming and out-going mail; create work orders; process purchase requisitions and orders; attend required training meetings.
• Compile, produce, and upload or mail various reports to HQ or stake leaders.
• Manage office operations including equipment function, supplies, administration filing, telephone messages etc.
• Train FM administrative assistant 1 and 2 (FMAA 1 and 2).
• Assist FM to document process and policy adjustments.
• Prepare accomplishment reports.
• Analyze the budget expenditure monthly.
• Assists technicians in assigning work orders as required.

Required

QUALIFICATIONS

• 3 years of any combination of related experience or progress towards or completion of a relevant university (post-secondary) degree or an industry-recognized certification.
• Diverse clerical experience or equivalent demonstrating the following skills: Computer skills and experience including Windows, Microsoft Applications, and aptitude to learn other software applications as needed.
• Communications skills, including professional phone etiquette and effective business writing.
• Basic business accounting skills, including understanding of invoices, purchase orders, contracts.
• Organizational skills including filing, scheduling, time management, and prioritization.
• Ability to communicate effectively and courteously with all individuals, including priesthood leaders managers, fellow employees and vendors.
• Strong customer-oriented, results-oriented, and adaptability and flexibility skills.
• Experience in account and payment management.
• Computer skills and experience including Windows, Microsoft Applications, and aptitude to learn other software applications.
• Results-oriented performance and flexibility to adapt to various situations and contexts ensure effective and efficient support in daily operations.

Preferred

• A recognized university (post secondary) degree, directly related experience, and applicable industry-recognized certifications.
• Capacity to communicate in English (not fluent, but enough to be part of trainings and calls with the area and HQ).
• Power BI abilities to support the facility manager group management.
• Proven knowledge of accounting and local tax system.