Clicks Group

We are looking to employ a Facilities Administrator to work within our Property & Store Design Department. This role will be based at Clicks Regional Office, Durban, and report into the Regional Maintenance Manager.

• To support the Facilities Management team with (amongst others) the following: raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping.
• To liaise with third party supplier / contractors, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), including attending monthly supplier review meetings.
• To support the Facilities department in delivering a consistent and efficient service across the site including ensuring that all Planned Preventative Maintenance (PPM) schedules are up to date and that any remedial works(s) are undertaken quickly.
• To act as first point of contact within the Facilities office (specifically with regard to air-conditioning services) during working hours to ensure phone calls are taken and queries are dealt with in a time effective manner.
• The monitoring and responding to job requests, including liaising proactively and reactively with internal and external stakeholders.
• To ensure that supplier and contractor vetting is done effectively.
• To provide other administrative and operational/coordination support to the Facilities Manager, within the Facilities department.
• The production of monthly reports identifying performance against agreed targets and budgets
• The production of weekly reports identifying work completed against worked logged on 4Me system. 
• To maintain internal systems and work flow and advise Building Management Team on Administrative best practice
• To perform administrative tasks which include the managing all incoming mail, typing of minutes with accuracy and circulate in a timely manner
• To prepare a variety of management reports and electronic presentations including overall design  and extraction of data.
• To maintain both soft and hard copy filing systems, ensuring consistency and support management team where required.