adminitrator

Job Description

Our Facilities Team based at our Head Office in Cape Town is looking for an organized, trustworthy, and focused Facilities Administrator . The incumbent will be primarily responsible for ensuring that all stores are provided with maintenance services. This includes coordinating the workshop team schedules and external suppliers. The duration of the contract will be 9 months for the purposes of maternity cover. Our ideal candidate will have the ability to align with the company vision, be self-motivated and actively involved in overseeing the end to end process in the applicable area of responsibility. In addition, the successful candidate should have the high energy levels required for this fast-paced, exciting and dynamic retail environment.

Duties and Responsibilities 1. RFQ’s

Call out Suppliers to visit the store and forward an estimate quote for the job
Get approval from Area Leader
Generate PO & forward it to the Supplier
Once supplier completes the Job, they need to forward the Job card and Invoice for processing 2. Store Maintenance Requests
Responding to maintenance and repairs requests from stores via Logging calls on zendesk
Allocating Maintenance Jobs to the Workshop team & external Suppliers for away stores in the South
Expediting all orders and call -outs 3. Head Office Purchases
Purchasing of Head office staff welfare perishables once a month eg tea, coffee, sugar, cleaning materials
Allocating purchases to kitchens
Allocate cleaning materials to cleaners 4. Supplier Management
Sources, identifies, communicates and assists with maintaining a preferred supplier base.
Negotiates prices for a fixed period on preferred supplier and pricing agreements as well as ad-hoc purchases.
Ensures that company benefits from cost saving strategies.
Meeting Suppliers to discuss their performance,
Address complains comments & recommendations with external Suppliers. 5. Purchasing Process
Obtains quotes, captures requests and places orders.
Process orders for Workshop Team
Ensuring Suppliers paid: Process Maintenance Invoices & submit to Finance for Payments. 6. Expediting
Ensures expediting of outstanding orders and Jobs are done daily to minimise risk to the business and making sure lead times not being met.
Closing completed Tasks by workshop, Tea ladies and cleaning team open calls 7. Admin Duties
Responsible for general administrative duties, such as own filing and Zendesk database.
Marrying Documents i.e. Quotation, Job card & Invoice
Assists in optimising and developing systems to improve efficiencies within the department. Experience & Qualifications
Ideally 1-3 years’ experience in a similar role administrative related role, preferably within a retail environment
Experience in working with external suppliers, and a workshop team
Matric (Tertiary Education in a related field preferable)
Strong coordination and administration skills
Microsoft Office proficiency (advanced Outlook, Word and SAGE ERP proficiency) Competencies Required
Well-spoken with effective communication skills
Ability to work independently and use initiative
Effective negotiation skills
Resilient and tenacious in a fast-paced and ever-changing environment
Business (retail) and enterprise thinking
Ability to prioritize, manage your time, maintain high levels of drive & initiative while under pressure
Ability to resolve problems and conflict
Ability to build and maintain relationships with all levels of the organization
Deadline and outcomes focused
Ability to make sound decisions
Methodical, detail-orientated and accurate