Temp Facilities Administrator - Cape Town

Impact HR; Wes-Kaap; On-site; ZAR 167,000 - 257,000; Full time

Job summary

Impact HR is seeking a Temp Facilities Administrator to be the face of the company, delivering friendly and efficient reception and secretarial support. The role includes managing the service desk, coordinating maintenance, handling invoices and purchasing, and assisting with vendor registrations.

You will maintain accurate records, prepare dashboards and presentations, and support facilities operations nationally.

Qualifications

• Matric and secretarial diploma or equivalent qualification.
• Experience in receptionist, secretarial and administrative roles.
• Proficient in MS Office (Word, Excel, PowerPoint).
• SAP experience and contractor management knowledge are advantageous.

Responsibilities

• Manage front-desk reception and greeting of visitors.
• Handle telephone service, calls, and inquiries with professionalism.
• Assist with procurement, invoicing, PO creation and filing.
• Coordinate facilities service desk and vendor communications.
• Maintain travel arrangements and filing systems.
• Prepare dashboards, spreadsheets and PowerPoint slides per guidelines.

Skills

Interpersonal skills

Stakeholder engagement

Analytical thinking

Attention to detail

Proactive

Education

Matric + Secretarial Diploma

Tools

Microsoft Office

SAP

Excel

Job description

About the Role

We are seeking a Temp Facilities Administrator to be the face of the company, a polite, friendly, and extremely capable to engage with both internal and external Stakeholders with a passion for delivering excellent administrative support.

Key Responsibilities

Secretarial & Reception Duties

• Making sure reception is clean and tidy
• Ensure an effective and friendly telephone service.
• Handling of telephone calls and enquiries.
• Greeting and assisting visitors. Informing employees of visitor’s arrival
• Parcel deliveries / Mail deliveries
• Sign for all parcels
• Log them in the parcel register
• Ensure recipient receives their parcel
• Prepare dashboards, Spreadsheets and PowerPoint presentation slides in accordance with Company guidelines.

- Processing and returning of:

• Quotations
• Stationery
• General Invoices
• Expense Claims
• Travelling Invoices
• Maintain the filing system in accordance with the company's records management criteria.
• Ensure that all travel arrangements are made timeously and effectively.

Helpdesk

• Responsible for full function/coordination of Facilities Service Desk.
• Receiving and seeing to it that all calls for maintenance, building services, and equipment are
• send/logged to relevant parties.
• Record keeping of calls and follow up thereof.
• Must be well informed of all services in building.
• Full fill a Service Desk function nationally.
• Liaise with various service providers external and internal.

Maintenance

• Co-ordinate with Maintenance Supervisors daily regarding the maintenance schedule Nationally
• Getting quotes and negotiating with suppliers and contractors
• Identifying the shortages that may occur in the maintenance procedures and implementing the necessary preventive measures
• Handling of complaints on a national basis.

Finance

• Responsible to raise Purchase Orders (PO’s) on request for Facilities and support Functions.
• Ensure Procurement Policy & Procedures are adhered to when raising Purchases orders (i.e., 2 x quotes or Contract/SLA & most recent B-BBEE Certificate of Vendor) attached.
• Keep record of all PO's raised Goods Receipted and submitted for payment on Excel Spreadsheet available on Teams.
• Ensure invoices received from suppliers are on time to GR and close POs to comply with payment terms set-up in Masterdata. Submit invoice(s) to GBS for processing Payment
• Assist with Facilities Service Desk Requests for maintenance & repairs by obtaining accurate quotations from Service Providers and providing feedback on job cards raised.
• Responsible to update Facilities Database daily upon receipt of quotes.

Courier Service [Where Applicable]

• Assist business with courier services requests and complete waybill(s) as needed i.e., Skynet.
• General support with regards to parcels received from suppliers at the Engineering Stores – including
• stationery (printing paper) for especially once office employees.

Vendor Creations

• Contact Service providers for required documentation to load as a vendor
• Sense check documentation ensure all is correct and relevant
• Create profile on Sentinel
• Take service provider through ABAC process
• Create relationship Manager on behalf of stakeholder
• Assist with New Service providers to register and upload invoices on Coupa & Sentinel

Contractor Access [Where Applicable]

• Attend weekly Contractor Review meetings and prepare contractor access list in advance.
• Manage Daily Contractors access to site and communicate to Risk & Security on time and in full.

Parking [Where Applicable]

• Sending of parking card application forms
• Allocate and distribute cards
• Keep parking card log up to date

Adhoc

• Assist with adhoc duties as and when required

Knowledge/Qualifications

• Matric plus Secretarial Diploma.
• Experience in the following Roles: Receptionist / Secretarial & Administrative Roles
• Good working knowledge in Microsoft Office and SAP
• Strong Excel Skills
• Knowledge in Contractor management Preferable
• SHE (safety, Health & Environmental) Background beneficial

Skills

• Ability to think quickly and Logically
• Strong interpersonal skills
• Ability to engage with Senior stakeholders, as well as external stakeholders
• Strong analytical skills
• Ability to communicate efficiently and effectively on multiple platforms
• Handling of conflict
• Problem Solving. Planning and Organization skills
• High attention to detail
• Good interpersonal relations
• Be pro-active

Experience

• 2 – 3 years secretarial and/or administrative responsibilities.