Facilities Administrator/ Receptionist

Primary Purpose of the Job :

To provide administrative and clerical support to the center management personnel, typing of letters and reports, issuing of orders, and answering calls as well as all other normal office duties. To perform to the best of your abilities all duties and responsibilities reasonably assigned to you. You will always do your best to protect and promote the business and interest of the company and to preserve its reputation and goodwill.

Key Performance Areas (KPA’s):

• Maintain professional communication and working relationships with staff, management, clients, and service providers.
• Answer and manage the switchboard, redirect calls, take messages, and assist walk-in visitors.
• Provide general administrative support, including filing, typing, email routing, and distributing correspondence.
• Schedule and manage boardroom bookings.
• Arrange courier services, deliveries, and document collections.
• Request quotes and issue orders on IT systems as required.
• Coordinate and call out contractors when necessary.
• Monitor progress on open and incomplete jobs.
• Keep Occupational Health and Safety (OHS) files updated.
• Assist with tenant-related matters, including turnovers and credit control.
• Follow up on outstanding supplier invoices.
• Maintain a neat office environment and manage stationery supplies.

Skills and competencies

• High level of integrity and professionalism
• Attention to detail
• Proficiency in MS Office Suite
• Be able to work under pressure and quick turnaround time
• Oral and written communication skills
• General administrative and report writing skills
• Conflict and dispute resolution skills
• Problem solving skills
• Computer proficiency skills
• Time management skills

Experience and Qualifications

• Grade 12 (essential)
• Administrative or technical diploma/certificate will be an advantage
• 2 years general administrative experience
• 1 year systems experience
• Technical property related experience will be an advantage
• Customer and supplier liaison experience will be an advantage
• Previous experience and / or knowledge of the property industry will be an advantage