Office Support for Alpha Lavel | onsite Jhb

Finance Shared Service in the South Africa is looking for an exceptional Facilities Co -Ordinator to be based in our office in Isando, Kempton Park.

Alfa Laval Africa has a strong ambition to become world-class in terms of service, quality and delivering superior customer experience. We offer a challenging, exciting, and rewarding position in a highly dynamic and interesting organization. This role offers you the opportunity to apply your skills in a practical environment with the aim to support your professional development in facilities management. 

Most tasks and responsibilities will require your dedicated contribution as part of a team, but individual initiative will be encouraged.
Responsibilities in collaboration with Regional Facilities Manager will include but not limited to:

Facilities Management

1.    Responsible for indirect procurement for the office e.g., hotels, rental cars, travel arrangement etc.
2.    Conduct regular internal checks, physical verifications & facility walks to validate implementation of systems & processes.
3.    Assist in management of facilities’ related contractors and service providers.
4.    Ensure compliance to terms of service level agreement related to facilities service providers e.g., Maintenance, Cleaning, building lease etc.
5.    Order, control and maintain office supplies such as stationery, consumables and maintain monthly usage reconciliations.
6.    Support and ensure compliance with safety, health environment and community legislation and policies in liaison with the HSEQ Coordinator. 
7.    Facilitate and conduct regular building audits to ensure compliance with legal, safety, health, and environmental standards.
8.    Contribute to the management of office equipment, the neat arrangement of documents, the storage and distribution of office supplies.
9.    Assist with coordinating welfare activities, event planning, gifts.

Office Administration 

10.    Managing Incoming calls: answer and route incoming phone calls to the appropriate departments or personnel, providing accurate information as needed or taking messages when necessary.
11.    Welcome visitors and determine the nature of their visit; issue visitor passes and maintain visitor logs; alert appropriate party of visitor arrival or direct visitors to appropriate office, department, or employee.
12.    Respond to routine enquiries from internal or external sources, for example on the organization’s location, hours of operation, phone numbers, or email address. 
13.    Monitor company email address and ensure external stakeholder queries are addressed/routed to the right personnel in time.
14.    Assist with arranging meeting rooms, organizing, and distributing mail, receiving, and sending courier packages, company communications, etc.

Ad Hoc

15.    Assist with budget and forecasting on costs related to facilities.
16.    Liaise with Manager to oversee, monitor and ensure costs are contained within budgets.
17.    Work hand in hand with IT in managing office access control in line with company policies and procedures.
18.    Contribute to local & regional sustainability projects in line with Alfa Laval strategic goals.

Behavioral competencies 
1.    Possess high level of integrity. 
2.    Be thorough and pay attention to detail.
3.    Experience and knowledge of MS Office tools.
4.    Experience in handling switchboard.
5.    Have outstanding communication and interpersonal abilities. 
6.    Be able to work independently. 
7.    Be flexible and open to change. 
8.    Have excellent writing and verbal communication skills.

 Qualification & Experience

1.    National diploma or above in office administration, facilities, or administration related qualifications
2.    Experience in multinational company is an added advantage.
3.    Proven experiences as a facilities Co Ordinator, office administrator, office assistant or relevant role