Administrative Assistant
Position summary
Introduction
Job description
To provide comprehensive administrative support to the Facilities Manager in maintaining high standards of service delivery and ensuring full compliance with health and safety regulations. The role supports the management of maintenance, archiving, cleaning, security, and training centre teams by ensuring accurate record-keeping, efficient procurement and reconciliation processes, and effective contractor and stakeholder administration.
• Assist in the administration and score carding of all contractors, including those involved with cleaning, security, pest control, hygiene, office plants, generators, and other daily service providers, within SLA.
• Track contractor performance against SLAs and escalate any deviations to the Facilities Manager.
• Maintain accurate contractor records, including contracts, service schedules, and compliance documentation.
• Assist in compiling, managing, and reporting on the NSSC services budget, ensuring no over-expenditure occurs.
• Process requisitions and goods receipting on SAP for all facilities-related orders created by the Facilities Manager.
• Reconcile actual supply to orders, highlighting any over/under supply to the Finance Manager.
• Reconcile weekly timesheets to invoices, ensuring accurate capture of temporary employment provider costs (provident fund and medical aid contributions).
• Ensure all outstanding facility and casual wage invoices from service providers are included in the monthly accruals listing.
• Verify the accuracy of monthly invoices from external service providers regarding transport, vehicle rental rates, labour costs, overtime, and rate per kilometre.
• Manage petty cash requisitions, ensuring they are authorised, reconciled weekly, and replenished timeously from Head Office while maintaining the minimum float.
• Source cost-effective quotations for facility expenses and services, ensuring consistent cost savings against budget.
• Ensure relevant data is up-to-date, accurate, stored, and maintained within the various databases, facilitating efficient and accurate reporting.
• Deliver quality reporting on a regular and/or ad-hoc basis to meet business needs and drive effective decision-making.
• Assist in presenting and compiling Capex requests
• Maintain accurate record-keeping systems so that documents can be easily retrieved when required.
• Build and maintain good stakeholder relationships through professional and efficient engagements.
• Serve as a point of contact for procurement of goods and services requests from line managers within the DC, as well as between accounts payable and the DC.
• Resolve supplier queries timeously to ensure continued service delivery.
• Assist in resolving employee relations matters professionally and timeously, ensuring compliance with all relevant legislation and company policy.
• Support the Facilities Manager in people management by monitoring performance and ensuring compliance and staff development of all members within the direct and extended team.
• Adhere to and support statutory health and safety requirements, housekeeping standards, and all internal policies in the admin department to ensure compliance.
• Support the ongoing delivery of a professional mailing system through the ongoing review of processes and procedures.
• Manage continuous improvement, changes, and upgrades relating to customer and other business requirements as and when they arise.
Minimum requirements
Minimum Requirements
Qualifications and Experience:
· Essential: Matric (Grade 12).
· Desirable: Tertiary qualification in a related field (e.g., Business Administration, Facilities Management, or Logistics).
· Experience:
o Minimum 2 years' administrative experience.
o Experience within a Facilities Management environment (desirable).
o Experience with basic accounting and reconciliations.
o SAP experience.
o Customer relations/supplier management experience.
o Experience with SLA administration and contractor coordination.
Skills, Abilities and Job-Related Knowledge
· Technical Skills:
o Strong computer literacy (Excel, Word, PowerPoint). Working knowledge of SAP and
o HR principles.
· Soft Skills:
o Strong planning and organising skills.
o Excellent verbal and written communication skills.
o Attention to detail and high accuracy levels.
o Ability to multi-task and work in a high-pressure environment.
o Professional customer engagement and problem-solving skills.
o Project management and decision-making abilities.
Essential Competencies
· Delivering Results and Meeting Customer Expectations
· Relating and Networking
· Planning and Organising
· Deciding and Initiating Action
· Adapting and Responding to Change
· Coping with Pressures