Assistant – Facilities Manager

Location: Sandringham, Johannesburg Purpose of the Job

To provide administrative, operational and supervisory support to the Facilities Department by coordinating facilities services, contractors and designated support service functions to ensure the efficient delivery of departmental operations.

Role and Responsibilities

• Liaise daily with outsourced contractors, monitoring performance, ensuring effective communication and the timely resolution of operational matters
• Coordinate and accompany outsource contractors on site where required, ensuring compliance with site procedures and safety requirements
• Ensure that all contractor invoices and statements are received, verified for accuracy, recorded on the relevant spreadsheets for record purposes, and submitted for processing
• Maintain accurate records of contractor documentation, service reports and compliance certificates
• Attend to debtor and creditor queries and liaise with the Finance Department and contractors to resolve outstanding matters
• Log, monitor and follow up on maintenance and service tickets, ensuring that all requests are attended to and closed timeously
• Prepare, maintain and monitor service schedules to ensure that all routine maintenance services are completed within the required timeframes
• Obtain quotations from suppliers and contractors, prepare comparative schedules where required, and issue orders in accordance with company procedures.
• Conduct site inspections, surveys and audits as required, and prepare reports on findings
• Assist the Facilities Manager with departmental projects, contract administration and tender processes
• Provide general administrative and operational support to the Facilities Manager and other members of the Facilities Department as required
• Oversee the day-to-day operations of designated support service departments, ensuring that service standards, operational requirements and departmental objectives are achieved
• Compile routine departmental reports as requested
• Establish, maintain and update departmental filing systems, ensuring that records are accurate, organised and easily accessible
• Prepare agendas where required and take accurate minutes at meetings, ensuring that action items are recorded and followed up
• Order and maintain adequate levels of stationery and other office consumables for the department
• Liaise with staff at remote sites and provide administrative and operational support where required

Qualifications and Education Requirements

• Grade 12 / Matric
• Relevant certificate or diploma in Facilities Management, Business Administration, Office Administration or a related field would be advantageous
• Minimum 3 years’ experience in an administrative, facilities coordination or operational support role
• Experience liaising with contractors and service providers would be advantageous
• Proficiency in Microsoft Office, particularly Excel and Outlook Preferred Skills

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• Strong planning and organisational skills
• Excellent attention to detail and record-keeping ability
• Strong communication and interpersonal skills
• Ability to coordinate multiple tasks and follow through to completion
• Practical problem-solving and initiative