Facilities Assistant

Recruiter:

The Recruitment Council

Job Ref:

Date posted:

Friday, May 20, 2022

Location:

Johannesburg, South Africa

Salary:

market related

SUMMARY:
Facilities Assistant

JOB DESCRIPTION:

Position : Facilities Assistant

Salary : R320 000 - R360 000 Per Annum

Category: Administration

Areas: Durban, Cape Town, Sandton

The main purpose of this role is to act as a first point of contact, dealing with correspondence
and phone calls, managing diaries, organizing meetings,
taking minutes and assist Facilities Soft Service Manager
with day to day tasks. Arranging service schedules for all
maintenance work to be done and ensure that they are done
correctly. Responsible for the services in all meeting rooms,
kitchens and pause areas, including Tea Ladies. Ordering,
issuing and stock management of office refreshments for
meeting rooms and kitchens.

Duties:

Internal and External Stakeholder Relationship Management

Contribute to the management of partnering relationships
with internal clients, building effective working relationships
and providing high-quality professional services to support
in delivering business strategy and plans.

Administration

Work on complex administrative processes and databases to
develop and test administrative procedures to ensure they
are fully in line with organizational needs.

Health, Safety & Risk Management

Follow the organization''s OHS policies, procedures and
mandatory instructions; to identify and mitigate risks, and to
safeguard the environment and the wellbeing of oneself and
others. Perform monthly inspections as per the register and
file hard copy for record keeping. Attending Internal &
External Health & Safety Audits Maintain all the Health &
Safety SLA''s, which includes: fire extinguishers, signage, first
aid bags, supplier files. Support disaster recovery and
business continuity which Facilities is directly responsible.
Ensure Service Provider OHS file is up to date and sign off
by OHS Manager.

Compliance

Highlight shortcomings in compliance processes, systems
and procedures and suggest appropriate improvements.
Work is focused on an assigned unit or discipline. Ensure
that business objectives and personal delivery aligns to and
meets the company strategic principles. Ensure compliance
to Building regulations, health and safety regulations. Ensure
safety rules for contractors, risk assessments via safety
regulations.

Business Meetings/Events Arrangement

Schedule appointments, make arrangements for meetings
and conferences, and following instructions to ensure more
senior colleagues or a senior executive make best use of
their time.

Improvement / Innovation

Identify shortcomings in existing processes, systems and
procedures, and use established change management
programs to address them. Leverage all available
information from our partners, the industry, and internally to
ensure we are constantly reviewing our departmental
processes, systems and protocols with a view to improve
efficiencies.

Personal Capability Building

Develop own capabilities by participating in assessment and
development planning activities as well as formal and
informal training and coaching. Develop and maintain an
understanding of relevant technology, external regulation,
and industry best practices through ongoing education,
attending conferences, and reading specialist media.

Communicates Effectively

Develops and delivers multi-mode communications that convey
a clear understanding of the unique needs of different
audiences. For example, tailors communication content and
style to the needs of others. Pays attention to others'' input and
perspectives, asks questions, and summarizes to confirm
understanding.

Ensures Accountability

Holds self and others accountable to meet commitments. For
example, holds self to high standards and consistently honors
policies, procedures, and work requirements. Scrupulously
ensures all work is correct.

Plans and Aligns

Plans and prioritizes work to meet commitments aligned with
organizational goals. For example, outlines clear plans that put
actions in a logical sequence; conveys some time frames. Aligns
own work with relevant workgroups. Takes some steps to
reduce bottlenecks and speed up the work.

Collaborates

Builds partnerships and works collaboratively with others to
meet shared objectives. For example, encourages coworkers
and external partners to work together as a team, and makes
sure they get credit for doing so. Encourages people to share
their honest views, responds in a non-defensive way when they
do.

Interpersonal Savvy

Relates openly and comfortably with diverse groups of people.
For example, takes time to build rapport in meetings; speaks
about common interests and priorities; shows tact and
sensitivity in difficult interpersonal situations. Maintains
productive relationships with a wide variety of people and from
a range of backgrounds.

Being Resilient

Rebounds from setbacks and adversity when facing difficult
situations. For example, is calm and professional in difficult
situations; continues to work toward objectives. Overcomes
obstacles without becoming discouraged; draws lessons from
failures. Recovers from setbacks and adversity.

Manages Complexity

Makes sense of complex, high quantity, and sometimes
contradictory information to effectively solve problems. For
example, looks at complex issues from multiple angles; explores
issues to uncover underlying issues and root causes; sees the
main consequences and implications of different options.

Action Oriented

Takes on new opportunities and tough challenges with a sense
of urgency, high energy, and enthusiasm. For example,
encourages others to take timely action and take on new
challenges with a can-do attitude. Secures new business
opportunities.

Balances Stakeholders

Anticipates and balances the needs of multiple stakeholders.
For example, shows a strong commitment to identifying all
relevant issues and making decisions that maximize outcomes
for all key stakeholders. Engages effectively with multiple
stakeholders and responds with well-balanced, win-win
solutions.

Manages Conflict

Handles conflict situations effectively, with a minimum of noise.
For example, skillfully draws upon a wide range of perspectives
in order to find optimal solutions to challenging situations.
Actively identifies areas of agreement, builds solid consensus
around them, and leverages these to resolve disagreements.

Self-Development

Actively seeks new ways to grow and be challenged using both
formal and informal development channels. For example,
demonstrates strong commitment to own development by
continuously updating knowledge, skills, and abilities. Shows
strong enthusiasm for seeking learning opportunities.

Compliance

Works without supervision and provides technical guidance
when required on achieving full compliance with applicable
rules and regulations in management and/or operations.

Verbal and Written Communication

Applies comprehensive knowledge to act independently while
providing guidance and training to others on using clear and
effective verbal communications skills to express ideas, request
actions and formulate plans or policies.

Planning and Organizing

Works without supervision and provides technical guidance
when required on planning, organizing, prioritizing and
overseeing activities to efficiently meet business objectives.

Action Planning

Develop appropriate plans or perform necessary actions based
on recommendations and requirements.

Policy and procedures

Works without supervision and provides technical guidance
when required on developing, monitoring, interpreting and
understanding policies and procedures, while making sure they
match organizational strategies and objectives.

Risk Management

Identifies, assesses, prioritizes and manages risks without
supervision and provides technical guidance when required.

Health and Safety

Manages and applies safe systems of work without supervision
and provides technical guidance when required.

Reporting

Works without supervision and provides technical guidance
when required on creating relevant, lucid and effective reports.

Computer and System skills

Supports business processes without supervision by
understanding and effectively using standard office equipment
and standard software packages, while providing technical
guidance as needed.

Policy and Regulation

Works without supervision and provides technical guidance
when required on interpreting and applying knowledge of laws,
regulations and policies in area of expertise.

Numerical Skills

Uses an understanding of numerical concepts to perform
mathematical operations such as report analysis with guidance
(but not constant supervision).

Data Collection and Analysis

Works under guidance (but not constant supervision) to analyze
data trends for use in reports to help guide decision making.

General Education

Grade 12/ SAQA Accredited Equivalent (Essential); Facilities
Management Certification / Diploma or similar
(Advantageous)

General Experience

5 or more years customer service / administrative
experience (Essential); Experience in a Financial Service
Industry (Advantageous)

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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