Job Description

Provide Administrative support functions to the Facilities and Infrastructure department.

• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on behalf of the Department.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Complete all Facilities related duties as reasonably assigned by the Head of Facilities and/or relevant direct reports.
• Support coordination, monitoring, and communication of programs managed by the Head of Facilities and/or relevant direct reports.
• Assists in coordinating the work of the different functions within the facilities and infrastructure team.
• Coordinate travel arrangements

Compile presentations, reports and maintain accurate records of all activities in the facilities and infrastructure department.

• Collate departmental information and compile presentations for management and customer reviews
• Update and complete presentations required by management for monthly SLA meetings
• Gather information from internal and external stakeholders.
• Analyse the information received for accuracy and the identifying of trends. Follow up to clarify discrepancies.

• Responsible for safe storing of records to ensure integrity, confidentiality, and availability by using different tools and techniques such as locking cabinets, password protection, encryption, backup, cloud storage, or shredding.
• Subscribe and align to SBV Services' ISO 9001:2015 Quality Management Standards, ensuring the departments processes and quality management system is at all times in compliance with the standard

Manage the monthly billing and administration with stakeholders

• Liaise with stakeholders to clarify discrepancies. Rectify discrepancies and submit to billing Department
• Assist with finance related duties such as Loading and processing invoices on Fraxion according to the agreed upon SLAs and following up with the finance department regarding any outstanding payments to suppliers, that were loaded within agreed upon timelines.
• Confirm and verify the billing information as per the SLA requirements and identify variances.

Maintain internal and external stakeholder relationships

• Serve as a primary point of contact between the Department and its internal and external stakeholders.
• Create and maintain a library of relevant stakeholder and departments information.
• Liaise with different internal and external stakeholders on variances identified and provide consolidated feedback Build sustainable relationships and engage with internal stakeholders by executing all queries and concerns in a timeous and professional fashion.
• Provide administrative support to Head of Facilities and/or relevant direct reports.
• Liaise with service providers to ensure maintenance of office equipment is conducted (i.e. Printers and Copiers) when required and in line with SBV procurement processes.
• Escalate queries as per the Delegation of Authority.

Drive the organisation culture

• Drive the departments values while inspiring confidence and generating excitement, enthusiasm and commitment towards the mission.
• Be an advocate for SBVs Transformation and BBB-EE initiatives to ensure sustainable alignment to the company scorecard.
• Provide leadership to employees within the organisation, creating a winning culture and high morale
• Initiate and lead a culture of performance driven output through shared purpose vision and values

Minimum Requirements: Work Experience

• 3 - 5 years relevant experience in Facilities and Infrastructure environment
• Advanced Microsoft Office skills in Excel, Word, PowerPoint, Outlook, & must be proficient with MS Office Valid drivers license

Minimum Requirements: Education

• Grade 12 (Matric)
• Facilities Management qualification (Advantageous)
• Relevant qualification (Diploma or higher) in Business Administration or a related field (NQF 6)

SBV Services (Pty) Ltd.