Admin Assistants- Signature Cosmetic: Edenvale

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Job Type

Permanent

We have a new position in our Store Development team. The purpose of this role is to provide accurate records of all maintenance carried out and general administrative support to the store development department.

Responsibility:
 

• Confirm and prioritize all planned maintenance with line manger
• Arrange for planned maintenance as per approved maintenance schedule
• Co-ordinate all planned maintenance with the service provider, Area Manager, store, and centre management
• Make travel and accommodation arrangements and request the required work permits from mall management
• Assist with the completion, application and processing of work permits for cross border stores
• Arrange all ad hoc maintenance requests upon receipt of email requesting the maintenance to be completed.
• Ensure that all telephonic maintenance requests, whether ad hoc or urgent, are followed with an email confirming the required maintenance to be undertaken
• Advice store on whether an external service provider will be allocated to perform the maintenance job or whether it will be performed inhouse
• Maintain an updated list of approved service providers per store
• Maintain a data base of service providers including history of maintenance, highlight concerns and pick up trends
• Monitor Maintenance Tacker received from Area Managers and obtain approval from line manager to schedule required maintenance
• Obtain quotations from local suppliers and contractors for approval by line manager.
• Open a folder per store on the share drive and ensure that all documentation is filed including completed checklists, COC, invoices and proof of payment
• Maintain accurate spreadsheet on all maintenance performed per store including job cards, invoices, payments, deposits, guarantees etc
• Follow up with landlord for required approvals and service providers for confirmation of when maintenance will be carried out, and actual completion date
• Forward all invoices to line manager for approval
• Process approved invoices for payment and ensure on time payment is made
• Ensure all maintenance is scheduled in order to meet compliance requirements e.g. fire extinguisher, air conditioners, pest control
• Ensure all stores have copies of compliance certificates
• Perform department administration duties including but not limited to printing and sharing store layouts, receiving, and sending emails, responding to telephonic queries and requests from stores.
• Identify which maintenance claims are insurance related, within guarantees etc. and action accordingly
• Compile information on claims including whether the cost is for the company or Centre Management account, obtain quotes and submit insurance claims to line manager for processing
• Respond to queries, provide relevant advise and escalate as and when required
• Request stores to forward all evidence of maintenance required including but not limited to photos, videos, statements etc.

Requirements:
 

• Grade 12 or related qualification required
• Qualification in Office Administration or similar is required
   
• Minimum 2 – 3 years experience in property maintenance an advantage
• Minimum 2 – 3 years working in a maintenance administration role including the issuing of job cards, and maintenance of a supplier data base
• Working knowledge of equipment, materials, and supplies used in facilities and property management including but not limited to air conditioning, electrical installations, fixtures, fittings, and carpentry

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