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Facilities Administration Assistant – 4 Months

Facilities Administration Assistant – 4 Months

Job Title: Facilities Administration Assistant – 4 Months
Contract Type: Temporary
Location: Kwa-Zulu Natal
Industry:
Reference: JN -082019-17638
Contact Name: Nicole Vine
Contact Email: nicole.vine@peoplesolved.com
Job Published: November 20, 2019 08:52

Job Description

Occupational Health and Safety
  • Co-ordinates quarterly meetings with all occupational health and safety representatives from head office and branches
  • Takes minutes and prepares pack for the above quarterly meetings and submits to the Facilities Manager Technical for finalization.
  • Follows up on all items on the pending list as per minutes taken
  • Ensures that branches and head office are complying to the Occupational Health and Safety requirements which includes all training of representatives
  • Ensures that all training certificates are valid and copies made for Facilities records
  • Ensures that all signage is in place as per fire and safety requirements for Head Office and Branches
  • Follows up with branches to ensure that branches are complying with Occupational Health and Safety regulations
  • Submits a report to Facilities Officer to action pending items as per quarterly meetings
  • Ensures that all audit queries are addressed
  • Parking Area Management including Company Pool Vehicles
  • Ensures that the auto card statements are updated and paid timeously on a monthly basis, and monthly statements are updated to the respective intranet site of the Facilities Technical folder
  • To ensure that all vehicles are fully licensed at all times
  • Monitors repair costs to motor vehicles by analyzing requests that come through from respective personnel and forward to Facilities Officer for approval and action
  • Updates all insurance premiums in consultation with the Insurance Officer in the Legal Department
 
Service Level Agreements
  • Administers  all service related SLA’s and updates in line with the policy and procedure and to electronically store documentation
  • Ensures that the approved Service level agreements are in place for head office and branch in respect of the various service providers being used
 
Fixed Asset Register
  • Maintain and update the fixed asset register for all newly acquired assets in conjunction with Finance Division on the system
  • To ensure that obsolete items are removed from Asset Register upon proper approvals been adhered to and met
  • To ensure that movement of assets are tracked and managed with documentation updated with approvals been adhered to and met
  • Conduct audits of branches at least twice a year to confirm accuracy of Asset register
 
Office Administration
  • Ensures smooth running of the office on a daily basis by following up on orders placed, deliveries and payments with service providers
  • Ensures timeous submission of payments to the Finance department on a weekly basis with the relevant documents attached after final authorization from the Facilities Manager
  • Reconciles month-end invoices and statements for head office and branches; prepares payment requisitions and submits to Facilities Officer for authorization
  • Keeps a consolidated schedule of accounts paid
  • Checks with Facilities Manager on a regular basis to ensure no overrun on budget
  • Travel, Accommodation and Car Hire
  • Provide assistance to Facilities Administration Manager with the booking of local and international air travel for staff and directors via the travel management company and utilising the online booking tool 
 
Preferred Qualifications
  • BCom degree
  • OHS training will be advantageous
  • Financial management as a major will be advantageous
  • Facilities Management course will be advantageous
  • Valid driver’s license
 
Preferred Experience
  • A minimum of 2-3 years within the banking industry
  • Exposure to OHS disciplines
 
Skills Required
  • Daily planning schedule control