FACILITIES OFFICER

Published on Apr 06, 2017

The Gautrain Management Agency (GMA) is a Provincial Public Entity established in terms of the Gautrain Management Agency Act, Act 5 of 2006 and is listed as a Public Entity in Schedule 3 of the Public Finance Management Act. The GMA is an equal Opportunity and Affirmative Action Employer and is committed to the achievement and maintenance of diversity and equality in employment, especially in respect of race, gender and disability and preference will be given as per the GMA Employment Equity Plan. Applicants with proven suitability, knowledge and experience as required in the posts advertised are invited to submit their applications to the GMA for the attention of the Human Resources. All Applications quoting the relevant position, accompanied by a comprehensive CV can be e-mailed to recruitment@gautrain.co.za. If you have not received any response from us 30 days after the closing date consider your application unsuccessful.

CLOSING DATE: 21st  April 2017.

FACILITIES OFFICER

Purpose: To provide administration support and assistance to the facilities and office administration management and offer the required assistance to the facilities manager.

Requirements: Matric plus certificate in office administration with relevant experience in facilities and office administration. Must be proficient in MS Word, Excel & PowerPoint as well as proven administrative, written and verbal communications skills. Interpersonal Communication Skills.

Key Responsibilities:

Key Activities:

Administer Office Facilities:

  • Deal promptly with incoming communications, correspondence and queries and respond to queries directly whenever possible.
  • Updating and maintaining the stock material resource database for accurate and up to date information.
  • Assist with office administration services, document management, record keeping and Filling
  • Assisting with facilities, premises and office management.
  • Assist with Day-to-day purchasing, supplier management and contract
  • Distribute and coordinate documentation
  • minutes taking in the security meetings
  • Administer fleet vehicles as required by asset management policy of the GMA
  • Administer and maintain office asset register such as cellphones, 3G’s, furniture and vehicles
  • Monitors the use of office equipment such as printing, binding, laminating machines and alert responsible parties about condition.
  • Provide the required assistance to the reception area;
  • Coordinates Maintenance and Repairs;
  • Assisting with adherence to health, safety and environment in the office.

Administer Access Control:

  • Administer  access control system including enrolling new employees, changing access and terminating access
  • Administer the collection, distribution and management of the office keys
  • Administer and have knowledge of, and access to, where the biometric override keys are stored.
  • Collaborate with the Facilities and Office Management Manager to ensure that backups are made of the access control logs and the CCTV data
  • Assist and support the implementation of the physical access control policies and procedures
  • Provide assistance at the vehicle gate or in the atrium to visitors enquire about access control procedures. Provide assistance and coordination of the evacuation processes with Growthpoint
  • Attend Building Security Meetings with the various service providers and entities and taking minutes of those meetings.

Assist with the Management of Staff and Office Services:

  • Assist with the administration and delegation of work to staff and manage their workload and output;
  • Assist to manage daily activities of the receptionist, office assistants/cleaner and drivers to execute their functions competently;
  • Assist to manage staff leave, training and development;
  • Assist with facilitation of effective delivery and routing of documents in and out of the office;
  • Assist with contract managements and service level agreement with service providers;
  • Act as a back-up in managing the reception area and events for employees and visitors;
  • Supervise all meetings within the GMA;
  • Assist with managing and controlling orders and distribution of office stationery and office supplies
  • Monitor Health and Safety Inspection and implement findings

 

The GMA offers competitive market related salaries and the remuneration is on a Total Guaranteed Package.

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