Assistant Facilities Manager at CBRE Excellerate

About The Role

• We are seeking a dedicated and proactive Assistant Facilities Manager to join our team. In this role, you will be responsible for ensuring the smooth and efficient delivery of facilities management services across the business. You will manage and administer a wide range of services, including switchboard/reception duties and handyman functions.
• You will greet visitors, manage incoming calls, and assist with a variety of administrative tasks, while also supporting the facilities team with coordination duties. By effectively managing these responsibilities, you will help create a welcoming environment for clients, employees, and visitors, contributing to a positive experience and the overall efficiency of the site.

What You Will Bring

Education and Experience:

• Grade 12 (Secondary School Certificate)
• Additional certifications in office administration or facilities management are an advantage
• At least 2 years of relevant experience in a receptionist, administrative, or customer service role, ideally in a facilities management or corporate environment
• Experience in a client-facing or front-desk role is highly desirable

Skills Required:

• Strong administration skills with attention to detail
• Professional telephone etiquette and communication skills
• Excellent verbal communication skills, with the ability to interact at all management levels
• Proficient in standard office software (Microsoft Office Suite, email, and scheduling software)

Knowledge Required:

• Basic understanding of health and safety protocols, including emergency procedures
• Knowledge of basic facilities management tasks, including handling maintenance requests and coordinating office logistics
• Familiarity with security procedures, visitor registration, access control systems, and confidentiality

Competencies Required:

• Strong communication skills
• High drive and productivity levels
• Customer and quality-focused mindset
• Accuracy and attention to detail
• Problem-solving and decision-making abilities

What You Will Be Doing

You will be responsible for the following:

Reception and Front Desk Duties

• Greet visitors, employees, and contractors in a professional and welcoming manner
• Manage visitor sign-ins and direct them to the correct location, keeping accurate visitor logs
• Answer and route phone calls to the appropriate departments, taking messages when necessary
• Receive, sort, and distribute mail, packages, and deliveries to the relevant parties

Administrative Support

• Schedule appointments, meetings, and events, ensuring no scheduling conflicts
• Input and update data such as visitor logs, incident reports, and site-related information
• Organize and file documents (both physical and electronic) for easy access and retrieval
• Draft emails, letters, and other documents as required

Facilities Coordination

• Serve as the main point of contact for facility-related issues or maintenance requests
• Oversee meeting room bookings and ensure they are fully equipped with necessary materials and technology
• Monitor and order office supplies, including stationery, printer cartridges, and cleaning materials
• Ensure safety procedures are communicated to visitors and assist with emergency protocols when needed
• Coordinate with third-party contractors, vendors, and suppliers for repairs or installations
• Assist in organizing company events, meetings, or conferences held at the site
• Ensure office equipment (e.g., copiers, printers) is functioning and well-maintained
• Support facilities managers with generating regular reports on building performance and office utilization