Clerk: Facilities Administration

MAIN PURPOSE OF THE JOB:

To support the Facilities section in the delivery of administrative service by ensuring that all clerical and administrative duties are done professionally.

Key Performance Areas:

• Prepare and submit maintenance request forms and ensure that all requests are recorded and followed up.
• Assist with monthly invoicing and ensure timely submission to finance for payments.
• Obtain quotations and liaise with vendors or suppliers.
• Create PRs, EPOs, reservations and notifications, liaise with SCM with regards to the approvals.
• Screen queries, re-direct enquiries to responsible personnel and resolve queries timeously.
• Arrange and set up facilities contractor meetings.
• Take minutes of various meetings, prepare for approval by the chairperson / manager and distribute copies.
• Maintain PC file backup and Shared Drive data and referencing systems for secure and efficient location and retrieval of documents on request.
• Check all correspondence prior submitting to the supervisor for signature and all such other paperwork necessary for the facilities section.
• File documents, data entries into SAP, occasionally ordering of consumables from the SCM department and keep detailed and accurate records of all facilities data.

Requirements and experience:

• Grade 12or current NSSCO with 20 points over 5 subjects.
• Certificate in Office Administration.
• 3 Years office administration experience.
• Experience in maintaining working and filing databases.
• Experience in SAP will be an advantage.
• Code B or BE/ CE Drivers License.