Summary
Date Posted: Tuesday, September 27, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Description
We Are Setting The Pace
Clickatell is a world-class Chat Commerce company, ambitious to stay ahead of its competitors. We build our own culture in which we dream big and stay busy doing the right things. We need champions who understand the bigger picture, believe in making a difference and are able to connect the dots to achieve success. In our agile and demanding environment, you will be required to collaborate, ask the right questions and take the smart risk.
We call ourselves Champions. Why Champions? Because it’s not only about what we have done, but what we are doing and going to do. The way we do things, matter and influences how we drive our organization forward and deliver solutions to our customers. Watch this space as we blaze a new path while expanding across the globe.

Purpose
We are looking for a dynamic, reliable and hands-on Facilities Clerk to ensure that Clickatell continues to manage its office facilities effectively and efficiently in Cape Town and across the world.
We require a professional face to the business for the Cape Town office while maintaining a global office and work from home environment. The role is office based and reports to the Facilities Manager.
We Do The Right Things – Responsibilities of the role

Facilities functions:
• Document administration (record keeping, documentation is kept updated, improving processes and procedures)
• Asset management (purchasing of office and staff assets. Asset tag and load all asset onto asset management system
• Manage facilities department projects such as (but not limited to) refurbishments, office space capacity planning, electrical compliance and maintenance (planning & implementation), air-conditioning audits and maintenance (planning & implementation)
• Ensure new on-boarding employee and exit employee processes are followed in terms of office access, access tag programmed, welcome pack provided, office chairs and parking, etc.
• Access Tags –programming and maintenance of staff tags
• Stock Management: stock ordering, stock-taking of consumables, beverages, stationary, etc., and optimising stock levels. Continuously improve stock management systems and processes.
• Finance and Budgets – keeping track of purchased vs budget, submit new items for re-forecast. invoices & statements– weekly submission and follow up on monthly supplier invoices & statements. Procurements for all purchases and supplier services.
• Contract and vendor administrations (ensure that Supplier/Vendor contracts are kept updated)
• Assist with logistical arrangements and refreshment requirements of all office meetings such as staff and Management meetings. Facilitating cleaners on duties related to boardrooms, catering and guest courtesy services
• Update Ticketing system daily related to requests to the facilities department
• Efficient use of collaboration tools to share tasks, priorities, and progress i.e. Confluence, MS teams etc.
• Manage and maintain accurate and efficient systems for the management of the company cell phone contract and devices
• Assist with procurement of items required by the business such as social committee or facilities related items
• Effective management of staff vouchers (controls and audits)
• Building maintenance (direct engagement with property owners to uphold the maintenance of leased properties)
• Efficiently and effectively manage any crisis such as a water pipe leak, power failure, etc.
• Ensure accurate tracking of contractor work vs. scope of work vs. quotes and agreed quality levels
• Manage and track service level agreements with suppliers
• General administrative duties requested by line manager and snr manager from time to time
• Handle staff queries or escalations related to facilities management department
• Assisting staff Working remotely (maintain an efficient service and improvement process and procedures)
• Monthly reporting (report on action items that has been complete and list upcoming task and projects)
• General office repairs (ensure a high and efficient office maintenance)
• Manage work-from-home office requirements of staff
• Attend to afterhours emergencies at the Cape Town office as and when required
• Implement and maintain OHS guidelines, processes, and procedures
• Actively act as co-owner, SHE Rep and reliever for main person responsible for OHS
• Minute taker for all OHS committee meetings
• Updating policy
• Maintain all services required under the OHS i.e. pest control, etc.
• OHS monthly induction to be presented to all new staff
• OHS Sustainability: OHS Annual audit, to ensure that offices are compliant yearly by keeping track of processes, documentation and submission related to audit
Reception functions:
• Ensure that the reception area is always attended to
• Ensure parking is available and managed efficiently for guests and contractors
• Maintain reception area to always look presentable in terms of appearance, personality, and approach
• Receive and manage deliveries in a professional and efficient manner. Take ownership of the security of items being handled for deliveries.
• Assist staff with boardroom bookings
• Training, Exco, Management Meetings: Arrange for set up prior meeting and clear out there after by liaising with cleaning staff on refreshments
• SMS communication to staff on announcements
• General administrative duties requested by line manager and snr manager from time to time
Facilities Clerk Job Vacancy at Clickatell
Occupational Health and Safety (OHS) functions:

Requirements
We Are On A Learning Journey – Requirements of the Role
• Grade 12
• Related qualification
• Possess a valid South African driver’s licence and own reliable transport (Essential)
• Work experience:
• Minimum 2 years’ hands-on experience in building management or facilities management role (Essential)
• Knowledge and Abilities
• Ability to maintain a professional approach and interaction with all external stakeholders and staff in office and remote
• Computer and Microsoft office proficiency (office, outlook, PowerPoint and excel skills)
• Capacity to plan and coordinate priorities
• Strong English communication skills
• Knowledge and skills in managing facilities management related projects
• Good organisational skills
• Good time management
• Ability to make rational decisions during a crisis
• Problem solving orientated
• Project management capability
• Ability to manage multiple external suppliers
• Attention to detail
• Administrative skills
• Strong sense of responsibility toward safety in the workplace

A Bit About You:
You are a highflyer with the ability and desire to achieve. You have a razor-focus on implementing the plans aligned to your team goals and aim to exceed every expectation. You take the brief and produce solutions that are practical, smart and ready to implement. You embrace change that is coming and make recommendations for process improvement. You seek opportunities to connect with others to bring plans together and deliver. You are able to be analytical and follow a logical process to make the right decisions. You have the eye for detail, accuracy and spotting mistakes. You value teamwork and keep an open mind to ensure you are flexible and adaptable. You have exceptional communication skills and manage your time and priorities like a pro.

Benefits
Why You Should Join – Perks of the Role
• Medical Aid contribution
• Pension fund contribution
• Quarterly performance incentive bonus
• Risk benefit company contributions
• Reimbursable communications allowance for internet and mobile phone bills
• Half-day off on your birthday
• 5 personal days leave a year, over and above your annual leave

Stronger Together
Clickatell is unequivocally committed to Diversity, Inclusion and Belonging. We believe that we are stronger together and that sameness limits our thinking and our opportunities. You are welcome at Clickatell for who you are, no matter where you come from or what you choose to believe. Our platform is for everyone, and so is our workplace. But it it’s just about a whole lot of different people working together all having their say – it is about us creating a place where we all feel that we belong. It’s in our differences that we will find the power to keep revolutionizing the way the world uses chat technology.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
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