Temp : Facilities Administrator

Job title: Temp: Facilities Administrator

Job Location: Gauteng, Johannesburg

Deadline: May 10, 2025

Key Performance Areas:

Switchboard Management and Maintenance

1. Provide occasional support at the reception area.
2. Handle and respond appropriately to incoming calls.
3. Route calls to the correct recipients.
4. Take messages and ensure they reach the appropriate parties.
5. Report switchboard issues to the Facilities Officer and ensure they are resolved.

Front Office Management

1. Greet visitors and direct them to the appropriate staff and venues.
2. Manage visitor sign-in processes.
3. Address queries and maintain a queries register.
4. Submit weekly reports on query types to the Facilities Officer.
5. Ensure reception is organized, clean, and has all needed stationery.

Meeting Room Administration

1. Schedule and manage meeting room bookings.
2. Ensure meeting rooms are prepared and equipped for meetings.
3. Ensure all necessary meeting equipment is set up and functioning.
4. Arrange refreshments for meetings.

Maintenance of Office Equipment

1. Coordinate the maintenance of office equipment to ensure it is in sound working order at all times.
2. Report any faulty office equipment.

Service Provider Management

1. Conduct daily cleaning inspections.
2. Ensure boardrooms meet standards before meetings.
3. Maintain professional relationships with service providers.
4. Oversee service provider activities.

General Administration

1. Distribute mail.
2. Maintain internal telephone list.
3. Ensure availability of telephone-related information.
4. Maintain stock levels of office stationery and refreshments.
5. Assist with administrative tasks including answering calls and booking boardrooms.
6. Help process invoices and maintain records of processed invoices.
7. Address supplier invoice discrepancies and ensure correct deliveries.
8. Provide administrative support for queries and booking requests.
9. Perform general office administration tasks.

Occupational Health and Safety (OHS)

1. Ensure compliance with security, health, and safety regulations.
2. Work with Regional and Provincial managers to implement OHS strategies.
3. Act proactively to prevent and address incident reports and accidents.
4. Respond immediately and effectively as the first responder to accidents.
5. Provide guidance to ensure policy and procedure compliance.
6. Identify and address non-compliance issues.
7. Perform additional duties as required.
8. Maintain and update health and safety records and compliance areas.
9. Support the upkeep of the preventative maintenance log.

Qualifications & Experience:

1. National Diploma in Facilities Management / Occupational Health & Safety / Property Management or similar.
2. Computer literacy: Knowledge of Microsoft Outlook, Word, Excel, and Teams.
3. Knowledge and technical know-how relating to all aspects of Facilities administration.
4. Two (2) years in Facilities Management / Occupational Health & Safety / Property Management.
5. Excellent communication skills.
6. Ability to prioritize and manage own workload.
7. Good verbal, written, and problem-solving skills.