Facilities Administrator

Introduction We are excited to present an excellent job opportunity for the position of Facilities Administrator based in Midrand. This role is for one of our esteemed clients, offering a rewarding career path. Synergy Jobs is your premier talent acquisition partner in the MS Dynamics ERP space. We specialize in connecting top talent with outstanding opportunities, helping skilled professionals find employers who value growth and excellence. Discover your potential and apply today through Synergy Jobs. Job Spec POSITION: Facilities Administrator LOCATION: Midrand REPORTING TO: Div Manager Logistics & SHEQ Role Description (Outside) Candidate will be responsible for the management of: Security (Volsec): Operational management of Security Guards on site with constant assessment of professional performance, processes and best practice (Secure and controlled opening, closing and after-hours access). Schedule and attend meetings with standard agenda and minutes. Assess output according to adherence to SHEQ and ISO requirements and adherence to Company policies and procedures, and insurance requirements and proposals on enhancements where required. Acting as liaison for security matters. Be the main contact for all security incidents ensuring availability 24/7, meeting at the Facility (on call) if necessary. Collation of daily reporting from Security Guards and immediate escalation to management of any risk, issues, incidents or concerns. Security Systems: Manage and maintain the physical security systems, i.e. the Electric Fence, Access Control, At the Gate, Security Camera monitoring etc. ensure daily checks and controls always enabling full functionality. Administration of the Access control system, coordinating onboarding and termination as approved and calls logged, assessing and setting up employees according to correct access levels. Validate reports monthly with sign off on all users. Controlled and approved alarm code allocation and daily automated activation and deactivation. Contractors: Management of Permanent on-site Contractors. Source Contractors, collate quotes (x3) and provide cost comparisons and proposals when upgrade or maintenance is required. Obtain relevant approvals and manage urgent facilities maintenance projects. Manage Contractors for all renovations and building upgrades ensuring regulatory compliance (OHS, building standards etc.) – where necessary coordinating Risk assessments by engaging OHS Team. Facilities: Be responsible for general maintenance of the facility including parking bays, the garden, smoking areas, fencing and gate, booms, entrance, guard house etc. with focus in the external areas and all building renovations and upgrades. Daily management of boardrooms (assess bookings and functionality of all areas – electricity, speakers, Audio visual etc. Provide budgeting input on agreed upgrade strategy. Management of ± 3 Employees and Security Guards, coordinate completion of all required Checklists, initiate Self-Assessments and spot checks. Take ownership of the Bar – stock counts before and after functions, proposed restock orders and coordination of functions resultant from logged calls. Assist in coordination of Occupational Health and Safety evacuations with assessment of reason for alarm activations. Reporting: Structured Weekly updates, outstanding call input and analysis, input into EXCO on areas in progress, analytical and statistical reporting when required. Key Performance Areas Providing support to business ensuring the facility is operational, areas are functional and activation of excellent service delivery Identifying and managing SHEQ and Legal Risks, Objectives and Action plans for overall area of management and individually for each department Ensuring compliance with all policies & procedures Managing corrective, preventative and disciplinary actions for any non-conformances Contractor Management including all required documentation Maintaining and assessing all policies and processes implementing enhancements where applicable Ensuring all reporting is submitted by all due dates and times, correct on first submission Operational Management including all functions and areas are included Managing employee engagement and skills development for full area of management Qualification and Experience Minimum Qualifications: Matric \ Grade 12 (Compulsory) Diploma in Supply Chain/Logistics Management Occupational Health and Safety Compulsory/ Required Certifications: Matric \ Grade 12 (Compulsory) Advanced Excel Relevant Experience Security Management, including physical security (guarding, armed escorts etc,) and security systems Facilities Management, including maintenance, preventative maintenance, general cleaning and housekeeping Large project management for security upgrades Large Facilities project management, including costing from multiple sources, identification of futureproof solutions, daily management reporting and feedback Management reporting and presentations Coordinated supervision of multiple departments and functions SHEQ experience, ISO9001/14001/45001 Identifying and providing Internal training End to end large project management Contractor Management and Compliance Experience in management of department and/or functions Financial background and experience in reconciliations and budgeting Functional Competencies Security Management (Guarding and systems) Facilities Management Risk Identification and Management Large Project Management Strong computer literacy skills Financial ability of understanding Income statement, balance sheet, Gross Profit and reconciliation experience Behavioral/ Leadership Competencies Management of multiple departments Multi-cultural people management Performance Management Meeting coordination, taking and actioning of minutes Professional and analytical Interpersonal skills Industry Related Competencies Formulating and implementing policies and procedures Vendor and Contractor Management Investigations and reconciliations Sage ERP system experience and system enhancements Business/ Professional Competencies EXCO and Holdings reporting and presentations Internal Audits and Self Assessments High level analysis and reporting Reading, writing and communication of English MS Office - Excel and PowerPoint critical Participation in System Requirements and implementations Salary R 252000 - R 288000