Job Description
POSITION PURPOSE

TO PROVIDE ON-SITE FACILITIES ADMINISTRATION AND OPERATIONAL COORDINATION AT THE HENSOLDT PREMISES. THE POSITION SUPPORTS THE CLIENT’S ADMINISTRATIVE REQUIREMENTS, STRENGTHENS THE WORKING RELATIONSHIP WITH THE CLIENT, COORDINATES CONTRACTORS AND SUPPLIERS, MANAGES SECURITY ACCESS, MONITORS PLANNED PREVENTATIVE MAINTENANCE, CONTROLS QUOTATION AND APPROVAL WORKFLOWS, SUPPORTS ACCURATE MONTHLY INVOICING AND PROVIDES MONTHLY BUDGET REPORTING.

ESSENTIAL FUNCTIONS AND BASIC DUTIES
1. Provide dedicated on-site facilities administration support to Hensoldt, maintain constructive working relationships with the client, keep accurate records and provide timely feedback on agreed actions.
2. Coordinate client administrative requests and communicate with contractors, suppliers, Broll teams and authorized Hensoldt representatives to resolve issues within agreed timeframes.
3. Manage contractors and suppliers through the Broll procurement and vetting processes and maintain required compliance information on the relevant Broll systems.
4. Manage contractors and supplier access to the Hensoldt site in accordance with the Hensoldt security process. Obtain and submit required access information and documentation, follow up on approvals, confirm access before attendance and maintain accurate access records.
5. Maintain and monitor the planned preventative maintenance schedule. Confirm service dates with suppliers, obtain Hensoldt security access approval before each scheduled date, notify the relevant client representative and follow up on completion records and outstanding actions.
6. Monitor open work instructions, obtain contractor feedback, update the relevant facilities management systems and provide regular status reports to contractors, technical managers and the client.
7. Obtain quotations for work requested by the client, confirm that each quotation addresses the required scope, submit it to the authorized client representative for approval, retain evidence of approval and schedule the approved supplier to complete the work.
8. Evaluate supplier costs with the Broll Procurement team and support value-for-money decisions while complying with approved procurement processes.
9. Manage the workflow between site operations, suppliers and Broll Finance to support monthly supplier payments.
10. Verify that every invoice pack is complete, accurate and supported by the approved quotation or purchase order, proof of work completed, client sign-off and all other required documentation. Submit complete invoice packs to Broll Finance within monthly cut-off dates and follow up on exceptions or rejected submissions.
11. Prepare and present monthly budget reports to the Hensoldt client. Reconcile actual expenditure, committed costs, approved quotations and outstanding invoices against the approved budget, identify variances and financial risks, and provide supporting explanations and follow-up actions.
12. Manage site data and spreadsheets, promptly report service irregularities, and keep the client and Broll team informed of operational or financial risks.
13. Ensure that equipment replacement, site handovers and related supporting processes are completed in accordance with approved Broll and Hensoldt requirements.
14. Keep contractors and suppliers informed of Hensoldt site requirements, security access procedures, planned work, documentation standards, invoice submission requirements and changes to Broll processes or client instructions.
15. Apply Broll policies and procedures to maintain governance and compliance, and participate in relevant workshops, training, meetings and communications.

PERFORMANCE MEASUREMENTS
Performance will be measured against the client SLA and agreed service standards, including the accuracy and timeliness of administrative support, client feedback, contractor access arranged before scheduled work, planned preventative maintenance completed as scheduled, quotations submitted and approved without avoidable delay, complete invoice packs delivered to Broll Finance by the monthly cut-off, supplier payment exceptions resolved, and monthly budget reports provided accurately and on time.

Annual increases are based on the increase our client provides to the contract and will then be up to the performance of each individual as to Broll performance KPI.

The KPI are based on:

1. Accurate and timely administrative support and client feedback.
2. Constructive working relationships with Hensoldt representatives, Broll teams, contractors and suppliers.
3. Contractor and supplier security access approved before scheduled attendance.
4. Planned preventative maintenance completed in accordance with the approved schedule.
5. Timely quotation submission, client approval and supplier scheduling.
6. Complete and accurate invoice packs submitted to Broll Finance by monthly cut-off dates.
7. Supplier payment exceptions and rejected submissions followed up and resolved.
8. Accurate monthly budget reports, variance explanations and supporting records delivered on time.
9. Compliance with Broll governance, procurement and Hensoldt security requirements.

Grade12.
Experience in the FM maintenance environment,
Good communications skills,
Ability to motivate and support staff,
Be a team contributor and support.