Facilities Management Assistant

Front Office role

1. Call coordination

• Attending calls coming through on the Office direct line and patching through to relevant team members.

1. 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
2. Post & Courier – Receiving, distribution and dispatching post & courier and keeping records of same
3. 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
4. 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.
5. Ensure that all pantry equipment is in working order and liaise with vendors for maintenance. Office Maintenance
6. Maintain a working relationship with Building Management / Landlord.
7. Maintain a working relationship with maintenance and cleaning staff.
8. Coordinate preventive maintenance with Access Control, CCTV, AC, electrical, fire safety equipment, furniture, and fittings vendors (where not handled by Landlord).
9. Coordinate reactive maintenance with Access Control, CCTV, AC, electrical, fire safety equipment, furniture, and fittings vendors (where not handled by Landlord).
10. Office Stationery stock maintenance. Meeting Room Coordination
11. Ensure the meeting room is in proper state prior to a scheduled meeting.
12. Organize refreshments as requested for meetings, training sessions and internal meetings on request and bill relevant projects.
13. Ensure that stationary, white board markers, etc are organized before the meeting. Procurement
14. Supply required data for raising PR’s to Regional Procurement SPOC and take over roles when required.
15. Vendor consolidation and management for location. Management Information Reporting & Facilities Compliance
16. Collect data on electricity and water consumption in location and update the portal monthly.
17. Track facilities costs at location and submit monthly reports on costs.
18. Collect data on seat utilization at location and update the portal monthly.
19. Ensure location compliance by subscribing to all GEO compliance requirements
20. Collect data on compliance in conjunction with ROW Compliance Team
21. Facilities SPOC for location in terms of Audit readiness and data sharing
22. Assist in conduct of required meetings and reviews Security & Safety
23. Work with the Global Access Control Team on onboarding and offboarding of employees.
24. Monitor CCTV feed when seated at the Reception Table.
25. Ensure that employees are aware of prohibited items and store same when brought to office
26. Ensure that periodic fire system tests are conducted in conjunction with building management
27. Ensure that periodic fire drills are conducted in conjunction with Fire Department ServiceNow Administration
28. Closure of tickets within SLA ESG
29. Work towards minimizing energy usage
30. Work towards stopping the use of plastic in the office environment
31. Assist Sustainability team with location specific data gathering