Facilities Admin/Receptionist

Primary Purpose Of The Job

To provide administrative and clerical support to the center management personnel, typing of letters and reports, issuing of orders, and answering calls as well as all other normal office duties. To perform to the best of your abilities all duties and responsibilities reasonably assigned to you. You will always do your best to protect and promote the business and interest of the company and to preserve its reputation and goodwill.

Key Performance Areas (KPAs)

Responsible for establishing and maintaining effective communication, coordination and working relationships with company personnel, management, and service providers by:

• Assisting company personnel and service providers as needed.
• Keeping management informed of area activities, any significant problems, and cleaning concern.
• Responsible for maintaining courteous, professional relations with clients and the public.
• Responsible for related duties as required or assigned o Request quotes for jobs assigned by Property/Facilities manager.
• Issue orders by means of IT systems when required.
• Call out contractors as and when required.
• Collecting outstanding invoices from suppliers.
• Monitoring progress on all open/uncompleted jobs.
• Keeping OHS files updated for Property/Facilities manager.
• Answering of the switchboard.
• Diverting calls to the correct person .
• Taking messages and ensuring that the message is delivered timeously to the correct person.
• Attending to clients and ensuring that the person being visited is informed.
• Schedule board room bookings.
• Arranging deliveries and collections of documents.
• Arranging couriers services.
• Filing.
• Sorting post.
• E-mails and faxes are routed to the correct department.
• Distributing of memos and correspondence.
• Assisting with typing when necessary.
• Assist Property manager with collecting turnovers, credit control and any other tenant related issues.
• Keeping office neat and ordering of stationary supplies.

The above duties are the main duties required to be successful in this role, however, the employee can be requested to perform other duties and responsibilities from time to time during his/her employment with the company, based on its operational requirements. The job title does not define or restrict the employment relationship and it is required within reason that the employee avail him-/herself to undertake other work at the request of the company.

Skills And Competencies

• High level of integrity and professionalism
• Attention to detail
• Proficiency in MS Office Suite
• Be able to work under pressure and quick turnaround time
• Oral and written communication skills
• General administrative and report writing skills
• Conflict and dispute resolution skills
• Problem solving skills
• Computer proficiency skills
• Time management skills

Experience And Qualifications

• Grade 12 (essential)
• Administrative or technical diploma/certificate will be an advantage
• 2 years general administrative experience
• 1 year systems experience
• Technical property related experience will be an advantage
• Customer and supplier liaison experience will be an advantage
• Previous experience and / or knowledge of the property industry will be an advantage