Operational Delivery
- Review and pull reports on visitor and client bookings for the day
- Attend to meeting room booking requirements
- Provide information about amenities, area and venues
- Ensure that all visitors are assisted and supplied a Visitor access card and registered in the visitor book
- Anticipate client needs and build rapport with clients
- Offer assistance with certain tasks (e.g. taking messages, catering requirements, etc)
- Ensure compliance with health and quality standards
- Liaise with Facilities Manager to oversee, monitor and ensure costs are contained within budgets (OPEX and CAPEX).
- Review and report on monthly variance reports.
- Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorization levels.
- Monitor & report all building maintenance work orders on a daily basis and drive completion of such tasks
- Ensure all requests to purchase followed by a quotation.
- Ensure all suppliers submit invoices timeously with service reports where necessary.
- On satisfactory completion of job or delivery, request an original invoice and ensure it logged on CAFM system
- Adhere to cut off dates stipulated by TFS and the client. Liaise with TFS finance team on payments to suppliers
- Liaise with TFS Managers to ensure all contract documentation is maintained and updated including OHS
- Ensure leave forms are captured on the system
- Ensure ongoing implementation of TFSs quality management system known as IMS for all policies and procedures related to Quality, Environment and Health & Safety
- Supplier management and payment reconciliations are up to date to avoid suspension of services
- Communicate terms of trade to suppliers to ensure compliance whenever required
- Obtain statements from suppliers, do reconciliations before it is forward to TFS HQ finance
- Oversee day to day running of all Soft & Technical Services
- Monitor certain technical equipment such as the HVAC and UPS system
- Carry out random walk around with or without suppliers.
- Carry out formal and informal supplier review with management of supplier.
- Manage stock and carry out weekly stock takes
- Ensure all SAGE financial policies and procedures are complied with.
- Ensure that where services are recovered internally the appropriate information, controls and systems are in place are adhered to.
- Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value.
- Interact with client to provide and process information in response to inquiries, concerns and requests about products and services.
- Conduct client satisfaction surveys to ensure clients are satisfied with the products and services.
- Keep up to date with business developments and strategic objectives within the environment.
- Provide advice on general changes and compliance within the workplace management framework when required.
- Work with processes and procedures in such a way that operational efficiencies and performance are enhanced.
- Attend to and resolve all customer queries timeously or escalate when necessary.
- Follow up and follow through on all escalated queries timeously.
- Manage conflict.
- Assist with preparation of monthly reporting within set timeframes for distributing to the relevant parties.
- Update and maintain all relevant records
- Compile and prepare stats as and when required by your manager
- MS Office Suite
- Knowledge of equipment, materials and suppliers used in facilities management.
- Good understanding of the utilisation of the INFO system.
- Good OHS knowledge/Background
- Proficiency in English; knowledge of additional languages is a plus
- A customer-oriented and professional attitude
- Outstanding communication skills
- Excellent organizational and time-management skills
- Hospitality and customer centric focus.
- Bilingual
- Knowledge and understanding of SLA
- High degree of computer literacy (MS Word, Power Point, Excel)
- Excellent report writing skills
- Problem solving and Analytical Skills
- Financial and business acumen
- Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting.
- Resilience: ability to cope with setbacks.
- Ability to work unsupervised and within a team.
- Self-disciplined, motivated, energetic self starter with an exemplary work ethos.
- Capability to interact with both internal and external customers at all levels.
- Ability to maintain confidentiality.
- Attention to detail with a methodical and structural approach.
- Results focussed and professionalism
- Ability to multitask
- Ability to follow established procedures.
- Ability to work under pressure.
- Project a professional and competent image at all times when on duty.
- Customer centricity.
- Ability to deliver high quality and proactive service to internal customers
- Ability to effectively manage systems.
- Ability to use own initiative and to operate with no management support when required
- Must be an extrovert and be approachable at all levels in the working environment
- Grade 12
- 2 - 5 years Experience in facility Management; Engineering Environment; Property or project management or equivalent knowledge and skills
- Good financial acumen
- Valid Drivers licence
- Working knowledge of maintenence equipment, material and supplieres used in facilities management.
- Good understanding of SLA's and Management contracts.
- Operational experience at a mangerial level.
- Experince in mamaging technical, non-technical staff and sub-contractors.
