POSITION PURPOSE

Responsible for administration and coordination, procurement and management of work flow. Soft Services Contract and Event management.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for the effective performance of all assigned administrative and support functions.

Administration:
All management and administration relating to Soft Services,
Services included: Functions and Events Management, and Garden maintenance, Cleaning Administration, Contractor management, invoice receipting and purchase
service requests as received and manage the delivery of these
Open and close PTW procedure and complete PTW
Manage contractors on site
Capture all invoices once approved
Request and follow up on all quotes requested by the client
Monitor contractor response time to calls logged
Draw up monthly standby duty roster and post out
Draw up monthly staff overtime and submit to FM
Receive, compile and action functions schedule for the following week
Update the invoice schedule
Carry out manual and digital filing on a regular basis
Manage soft services and technical scheduled maintenance plan and update
Bi monthly site walk downs with cleaning and grounds service provider
Meet with Cleaning supervisor
Source Soft Services Contractors and suppliers and process vetting procedure
Soft Services contractor management – request and ensure compliance of HSE files
Meet monthly with main soft services, and attend weekly status meetings with client and FM Team present maintenance report.
Participate in weekly functions meetings – complete the functions schedule
Daily walk with Cleaning supervisor - Assist with Schedules ensure compliance
Attend client meeting when needed and take actions
Reporting:
1. Routine Maintenance Schedule
2. Soft Service management

2. Assumes responsibility for establishing and maintaining effective communication and coordination among staff, client and contractors
a. Acts as a liaison between the Company and all stake holders.
b. Promotes goodwill and a positive image of the Company.

3. Assumes responsibility for related duties as required or assigned.
a. Ensures timeous reporting and completion of all administrative and management and coordination tasks


PERFORMANCE MEASUREMENTS
1. Administration, reporting, management and event management and support functions are performed accurately and timely.
2. Good working relations exist with area staff.
3. Assistance is provided as needed.
4. Effective coordination and cooperation exists.


EDUCATION/CERTIFICATION:
Matric.
Facilities management course or general administration, office support course,
computer literacy essential

REQUIRED KNOWLEDGE:
Knowledge of general administration and office support function, knowledge of procurement and invoice procedure advantageous

EXPERIENCE REQUIRED:
General office experience
Experience within property management or facilities management environment advantageous

SKILLS/ABILITIES:
Well organized, excellent work ethic
Good interpersonal and public relations skills.
Cooperative and willing to assist others.
Must be computer literate (Emails / Excel / Word)