Job Description - Facilities Management Assistant )

Job Description

Facilities Management Assistant - ( )

Description

Front Office role

- 1. Call coordination - Attending calls coming through on the Office direct line and patching through to relevant team members.
- 2. Visitor Management – Ensuring that visitors PII corresponds with email sent to the front desk by the host or informing potential hosts of walk-ins. All visitors need to be registered at the front desk in the visitor register. Host must escort visitor into facility and back out to front office when leaving
- 3. Post & Courier – Receiving, distribution and dispatching post & courier and keeping records of same
- 4. Asset Management – ensure that all laptops that are authorized for entry are logged in a register on their way in and out of the office (where laptops are tagged by IT).

Pantry Maintenance

- 1. Ensure that pantry items are stocked. Eg: paper plates, cups, spoon, fork, coffee stir, biscuits, etc. Inform Facilities Procurement Team for restocking. Take delivery of stock and store away.
- 2. Ensure that all pantry equipment is in working order and liaise with vendors for maintenance.

Office Maintenance

- 1. Maintain a working relationship with Building Management / Landlord.
- 2. Maintain a working relationship with maintenance and cleaning staff.
- 3. Coordinate preventive maintenance with Access Control, CCTV, AC, electrical, fire safety equipment, furniture, and fittings vendors (where not handled by Landlord).
- 4. Coordinate reactive maintenance with Access Control, CCTV, AC, electrical, fire safety equipment, furniture, and fittings vendors (where not handled by Landlord).
- 5. Office Stationery stock maintenance.

Meeting Room Coordination

- 1.



Ensure the meeting room is in proper state prior to a scheduled meeting.
- 2. Organize refreshments as requested for meetings, training sessions and internal meetings on request and bill relevant projects.
- 3. Ensure that stationary, white board markers, etc are organized before the meeting.

Procurement

- 1. Supply required data for raising PR’s to Regional Procurement SPOC and take over roles when required.
- 2. Vendor consolidation and management for location.

Management Information Reporting & Facilities Compliance

- 1. Collect data on electricity and water consumption in location and update the portal monthly.
- 2. Track facilities costs at location and submit monthly reports on costs.
- 3. Collect data on seat utilization at location and update the portal monthly.
- 4. Ensure location compliance by subscribing to all GEO compliance requirements
- 5. Collect data on compliance in conjunction with ROW Compliance Team
- 6. Facilities SPOC for location in terms of Audit readiness and data sharing
- 7. Assist in conduct of required meetings and reviews

Security & Safety

- 1. Work with the General Access Control Team on onboarding and offboarding of employees.
- 2. Monitor CCTV feed when seated at the Reception Table.
- 3. Ensure that employees are aware of prohibited items and store same when brought to office
- 4. Ensure that periodic fire system tests are conducted in conjunction with building management
- 5. Ensure that periodic fire drills are conducted in conjunction with Fire Department

ServiceNow Administration

- 1. Closure of tickets within SLA

ESG

- 1. Work towards minimizing energy usage
- 2. Work towards stopping the use of plastic in the office environment
- 3. Assist Sustainability team with location specific data gathering

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📌 Facilities Management Assistant (Centro)
🏢 Virtusa
📍 Centro