Our ideal candidate will have both the administration and practical skills required to responsibly manage facilities operational maintenance for the fleet (company vehicles) and stores. Furthermore the candidate will have the ability to align with the company vision, be self-motivated and actively involved in overseeing the end to end process in the applicable area of responsibility. In addition, the successful candidate should have the high energy levels required for this fast-paced, exciting and dynamic retail environment.
The incumbent will be responsible for ensuring that all company vehicles are serviced and maintained in a roadworthy condition and that all mechanical handling equipment is maintained in accordance with company policy. The incumbent will also provide administrative support to the Facilities Department.
Duties and Responsibilities
Key Performance Areas
Company Fleet management (maintenance & repairs)
Vehicle Repairs and Maintenance
- Monthly audits on vehicles.
- Track and action annual service/maintenance on vehicles.
- Identify repairs and obtain 3 quotes for cost comparisons.
- Action repairs with supplier.
- Processing invoices for payment related to vehicle servicing and repairs.
Vehicle Tracker Management
- Coordinate new tracker installations.
- Manage tracker health checks on all installed units.
- Manage MyTracker website.
- Process ad hoc invoices on SAGE X3.
- Be on standby as 1st emergency contact for vehicle alerts (after hours).
- Cancelling tracker units on vehicles that have been sold or written off.
Proxy
- Responsible for licence renewal of vehicles
- Issuing of car pool policy to staff for signature
- Traffic fine management: working with staff to action traffic fines.
- Transferring ownership of vehicles that have been sold.
- De-registering vehicles that have been written off.
- Any duty related to company vehicles.
Wesbank (Fuel and Cards)
- Apply for new and replacement Wesbank fuel cards.
- Monitor fuel spend for all vehicles via statements
- Reconcile all Wesbank fleet cards.
- Cancel fleet cards for vehicles that have been sold or written off.
- E-toll Management
Store Maintenance & Administration
- Performs related administrative tasks and collect payment for goods and for delivery charges.
- Log service calls with relevant external suppliers for the Stores (North) maintenance
- Conduct Requests for Quote in accordance with RFQ process
- Conduct Requests to Purchase in accordance with the Standard Operating procedure for procurement
- Process the Purchase Order within stipulated time frames
- Marry Documents (Quote – Job card – PO – Receipt)
- Receipt of Goods which are to be equal to the Purchase order
- Maintain and implement Invoice Control
- Follow-ups with suppliers on completed/outstanding Jobs
- Provide Reports completed jobs (weekly)
- All duties in compliance with the company Ethics and Facilities/Procurement code
- Invoice loading on SAGE X3
- Other duties assigned by management
Experience & Qualifications
- 3 years’ + experience in a Facilities role, preferably within a retail environment
- Matric (Tertiary Education in a related field preferable)
- Hands on experience and/or an affinity for vehicles, maintenance, and repair work
- Strong coordination and administration skills
- A valid RSA driver’s license is required
- Microsoft Office proficiency (advanced Outlook, Word and ERP proficiency)
Competencies Required
- Well-spoken with effective communication skills
- Ability to work independently and use initiative
- Resilient and tenacious in a fast-paced and ever-changing environment
- Business (retail) and enterprise thinking
- Ability to prioritize, manage your time, maintain high levels of drive & initiative while under pressure
- Ability to resolve problems and conflict
- Ability to build and maintain relationships with all levels of the organization
- Deadline and outcomes focused
- Ability to make sound decisions
- Methodical, detail-orientated and accurate
- Ability to use initiative and be a creative thinker with the ability to translate ideas into action
- Proactive, innovative, passionate, committed, self-motivated, driven and trustworthy
- Willing to learn
Please note: The Cape Union Mart Group is committed to transformation. Appointments and promotions will be made based on candidates who best meet the requirements for the position. Preference will be given to candidates who will enhance the diversity of the team, aligned to our Employment Equity plan.