Facilities Administrator

Job description

• Grade 12 or equivalent
• Tertiary: Administration/Facilities Qualification will be an advantageous

• Previous experience in the same or similar position in a four/five-star hotel
• Familiar with all duties and procedures in the facilities environment
• MS Office (Word, Excel and Email) is essential

• Needs to have an interest in the facilities industry
• Reliable, responsible and dependable to fulfill obligations
• Attention to detail
• Able to work under pressure
• Willingness to lead, take charge and offer direction
• Ability to multitask
• Show initiative by taking control of task
• Excellent communication skills
• Friendly and service orientated

• Email follow ups
• Filing and record keeping
• Control appointments for FM
• Document typing or rectification
• Invoicing control (from suppliers) and to make sure that quote vs invoice is correct for sign off and submission
• Sending POs to contractors and do follow up on quotes and invoices
• Once invoices are signed and approved, then submit for payment
• Updating files and information
• Follow-up for information
• Stock ordering for stores (when stock is approved)
• Getting quotes for stock
• Checking projects updates from FM’s and have submitted monthly updates
• Assisting with general records updating such as supplier’s information
• Follow up on vehicle checks
• Liaising with suppliers
• Reporting back on work not completed
• Assisting on getting prices or estimates
• General office upkeep

• To ensure that proper and clear handover is done within the different departments
• To attend Management Meetings/Workshops as required
• To ensure clear handover done to Host Manager and other relevant Senior Managers

• Ensuring the reception area and office is always kept in a clean and orderly manner
• Understanding of facilities and residential management
• Understanding of the annual extensive care and maintenance programs
• Assist in keeping the Facilities, Aesthetics and Green files are up to date

• Keep staff personal information up to date in their files
• Make sure all village and life rules and regulations are implemented at all times
• Monthly rosters
• Administer monthly staff test
• To assist with regular, on-the-job training taking place to agreed standards

• Correct disciplinary procedures and actions to be enforced at all times

Requirements

• Administrative
• Communication
• Invoices
• Management
• Project planning
• Reporting