Temp Facilities Administrator

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.

• 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.

• 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.

• 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.

• 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.

• 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 Master data. 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.

• 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.

• 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

• 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.

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

• Assist with adhoc duties as and when required

• 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

• 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

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