Manager Office

Carmen Fredericks

** ***** ******

Scottsville

Kraaifontein

7570

Cell No : 071-***-****

E-mail : ***********@*****.***

Personal Details

ID Number : 710-***-**** 087

Languages : English & Afrikaans

Education : 1990 – Matric; Scottsville Secondary School 2002 – Computer Literacy & Office Administration – Havetech Pretoria, Cape Town

2004 – Financial Certificate (I.O.B – currently)

2006 – The Office Professional’s MBA (Siyanqoba Seminars) 2007 – Basic Property Program (S.A.P.O.A)

2008 – Commercial Property Law (S.A.P.O.A)

2009 – Power Point Level 2 (Bytes)

2009 – Excel Advance Data Annalist & Formulas (Bytes) 2009 – Introduction to Facilities Management (Afroteq) 2009 – Project Management for Facilities Managers (Afroteq) 2009 – National Certificate Business Administration 2010 – Facility Management Certificate (Global FM) Driver’s License : Learners License

Work Experience

Blend Property Management: Facilities Co-Ordinator; 01 April 2018 to 28 February 2021

(suitable position closer to home)

The first point of contact for all building maintenance issues reported by staff and tenants

Respond to reported issues and coordinate an efficient resolution to the matter

Logging all reactive repair jobs, request quotation (if needed) and create orders on MDA system

Engage external contractors as required to ensure all necessary preventative and unplanned maintenance is completed in a timely manner to deliver a first-rate facility

Ensure all works are scheduled, planned and undertaken in a manner such as to minimize or eliminate disruption to staff, clients, tenants or events

Log and track all maintenance requests and expenditure using appropriate maintenance software

Undertake administration duties regarding facilities management

Maintain the consumables inventory ensuring adequate stock is always available

Liaising with the Property manager / Facilities manager in deciding the appropriate contractor

Monitoring all jobs logged and manage FM database

Ensure that work orders are managed in accordance with the contractual outputs

Coordinate planned / preventative maintenance

Manage and control store room and place order when necessary

Tracking all supplier invoice, ensuring all invoices received, ensuring all details are correct on invoices, ensuring all invoices are signed by FM’s, prepare for payment and sent to creditors for payment

Create tenant invoice on MDA to recover building facilities related cost

Ensure that property budgets are met

Meet with potential service providers

Vetting and capturing of new service provider applications on MDA, ensuring contracts and suppliers details is always up to date

Prepare and submit all building related claim to insurance company,

Log al IT related problems of Blend office

Reception duties: (relieving receptionist at lunch break and leave)

Welcome to all visitors

Receive and sign for deliveries, inform addressees. •

Operate switchboard, handle general telephone enquiries and pass on messages to staff. Part Incorporated Africa: PA to the Regional manager; Sales manager; Technical manager; Franchise manager; Workshop Franchise manager; 13 June 2016 to 30 March 2018 (Better job opportunity)

Update notice board with all communication

Diary management.

Planning and organizing meetings; preparing papers for meetings.

Taking action points and writing minutes.

Preparing packs, taking minutes and distributing documentation for staff / disciplinary hearings

Planning and organizing events and training for all staff.

Sourcing and ordering stationery and office equipment.

Capturing working hours / shift on Supervision system.

Preparing presentations.

Typing documents.

Managing and reviewing filing and office systems.

Booking transport and accommodation.

Answering calls and liaising with clients, staff, suppliers and clients

IT support

Relieving of the switchboard / reception duties

April 2015 to 31 May 2016 (Various Temp assignments via Kelly Personnel) Parmalat SA: Business Administrator / PA to the General Manager SA, Industrial Executive and Legal Service Manager 1 April 2014 to 28 February 2015

• Making local and international travel arrangements;

• Conserving executive's time by reading, researching, and routing correspondence; drafting letters and documents; preparing reports, collecting and analyzing information; initiating telecommunications; submitting expense claims; and by acting as a gate-keeper to the Executive

• Maintaining general manager and executive's diary by planning and scheduling meetings, teleconferences, video conferences and special events

• Received and compile all weekly and monthly reports from the deferent regions on behalf of the manufacturing executive

• Performing ad-hoc personal tasks for the general manager from time to time

• Supporting the general manager and manufacturing executive in their authorization and contract approval role by ensuring backup documentation is up to date and in place

• Welcoming guests by greeting them, in person or on the telephone; answering or directing inquiries.

• Protecting Parmalat, its operations and staff by keeping information confidential.

• Following up on outstanding deadlines and managing small projects with limited complexity

• Collecting, analyzing and packaging management information, such as monthly reporting book, in a professional and consistent manner. Prepare required PowerPoint presentations (such as regular monthly Exco presentation); excel spreadsheets, MS Word documents and other relevant information in a professional and pro-active manner.

• Securing information by completing data backups.

• Providing historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

• Maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

• Maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

• Contributing to team environment by handling general departmental activities such as notice boards, social events or similar as needed.

• Approving travel arrangement and purchase orders on behalf of the general manager Drake & Scull (Absa Account): Facilities Coordinator 1 April 2013 to 31 August 2013

(outsourced to Drake & Scull)

Ensure compliance to Operational budget;

Ensure compliance with Agreement’s contractual obligations and DSFM authorization levels.

Manage, monitor and ensure costs are contained within budgets (OPEX and CAPEX).

Review and report on monthly variance reports.

Ensure compliance with DSFM policies and procedures related to financial management, controls and expenditure authorization levels.

Ensure this is maintained and updated at both site and regional office and in accordance with the Agreement requirements.

Ensure all contract documentation is maintained and updated in duplicate.

Carry out random inspections to check status and take corrective action as required.

Schedule and supervise quarterly OHASA evacuations sessions

Chair debriefing sessions after evacuations and report to head office

Chair and minute quarterly OHASA meetings

Investigate and record all incidents and submit reports to head office

Supplier management

Schedule and meet with regional suppliers when required to ensure optimal supplier performance.

Ensure that work orders are managed in accordance with the contractual outputs;

Follow up daily on open works orders; and

Communicate and liaise with key stakeholders in respect of outstanding works orders

Monitor and manage the mailroom staff

Penalty management

Ensure that works orders are executed timeously as determined by contractual terms;

Act as liaison between client stakeholder and DSFM Project division;

Ensure projects are logged and completed within the contracted time frames; and

Assume accountability for projects within region.

Site inspections

Conduct site visits as set out in KPI.

Johnson Controls International (Absa account): Facilities Administrator / PA 1 November 2009 to 31 March 2013 (outsourced to Drake & Scull)

Provide superior customer service to all JCI stakeholders by professionally answering calls and responding to enquiries timeously

Maintain a professional reception environment to the department by receiving clients and contractors cordially, ensuring they are comfortable and notifying the relevant person of their arrival

Ensure that all invitations and information to be distributed to JCI staff are conveyed professional and timeously by maintaining an effective electronic diary.

Complete agenda and minutes for meetings by accurately recording the pertinent issues discussed during the meeting, typing out the meeting minutes and distributing the same to all relevant role-players.

Ensure that all departmental functions and events are professional executed by proactively planning and arranging the facility and required refreshments

Maintain contact list of all staff within managers portfolio

Received and compile all weekly and monthly reports from the deferent regions and distribution to the relevant role players

Complete claims for manager and team on a weekly basis and submit to finance department for payment

Ensure that the line manager's and staff accommodation and travel arrangements are arranged by the timeous booking of the same. All travel and accommodation bookings are to be executed as per JCI’s policies and procedures.

Maintain and update IT asset register. IT support

Maintain the department's filing system by regularly filing all documents as detailed in JCI's policies and procedures.

Maintain sufficient levels of stationery by assessing the existing stock on a regular basis and ordering the required replenishment of the same timeously.

Ensure adherence to control frameworks, policies, mandates and procedures by studying all existing governance documents as well as new documents

Ensure that all JCI and Absa compliance training are completed within required timelines and assisting team where necessary

Maintain and updating staff files

Assisting HR department by ensuring that relevant documentation is completed and submitted (retirement, new appointments and resignation)

Ordering of 3G, cell phone and IT equipment for new staff members

Receiving and filling of all leave application and submitting to HR department for capturing.

Assisting with the opening of tender documentation

Monitor and manage the mailroom staff

Completion of access control attestations and update building occupants register for Absa CRES (Corporate Retail Estate Services)

Manage and control cleaning, hygiene and plant service suppliers

Schedule and attend monthly service provider meetings with management

Monitor and manage service providers on site while maintenance work is undertaken

Schedule and meet with regional suppliers when required to ensure optimal supplier performance.

Ensure that work orders are managed in accordance with the contractual outputs;

Follow up daily on open works orders; and

Communicate and liaise with key stakeholders in respect of outstanding works orders

Schedule and meet with regional suppliers when required to ensure optimal supplier performance

Receive and capture all incident reports for WC, EC, KZN and Bloemfontein. ABSA Bank (Corporate Real Estate Services – CFM): Team Administrator / PA to Regional Manager (outsourced to Johnson Controls Facilities Management)

(Corporate Real Estate Services)

14/11/2005 – 31/10/2009 (Permanent Position)

Credit card and sundry claims of Manager and team

Preparing presentation for team and Manager on Power Point

Coordinate meetings, teleconference, seminars, social events and ordering of stationary

(on SRM system) / office refreshments

Drawing up agenda and taking minutes

Updating and maintaining staff files

Controlling and reconciliation department budget (preparing all documentation)

General administration duties (Filing, control of IT Asset register, attendance register)

Applying of business credit cards and cell phone contract for new appointments

Human Resources functions (New appointments, medical aid, relocation, resignation, typing of regret letters, arrangements of interviews)

Administrations in term in process for vacancies and advertisement

Controlling the attendance register (leave and sick leave request)

Booking and coordinate of all training for team

Preparing presentation for team and Manger on Power Point

Business Continuity Coordinator for CRES Coastal region

Capturing of invoices, new soft service and lease contracts on the SAP system

Amendments and renewals of contracts on the SAP system

Payments of landlord and contractor invoices on SAP

Manage service level agreements and quarterly meeting with service providers

Reconciliation of soft service and landlord accounts

Enquiries regarding payments of landlord and soft services invoices

Assisting with the opening of tender documentation ABSA BANK (Real Estate Asset Management): Administrator Support Services

(Promotion)

18/08/2002 -11/11/2005 (Permanent Position)

Full credit control administration

Securities and archives (Title deeds, lease agreements etc.)

Assist with the Business Continuity function

Assist with opening of tenders

Assist with Occupational Health and Safety

Mail services (Daily opening of mail and preparing of internal mail)

Ordering of stationary, office refreshments / office equipment (Ensure that all office related equipment is in working order)

Reception duties (answering of incoming phone calls receiving all clients)

Handling of petty cash

Taking minutes of meetings

Related administration duties (Filing and control of IT Asset register and gift register)

Payment/reconciliation of municipal accounts (owned buildings)

Control cheque book

Data capture leasing accounts on the ABPF system Skills

Excellent communication and relationship management.

Customer service centric.

Self-motivated and team oriented.

Flexibility

Team and project focused.

Problem solving and analytical

Innovative.

Approachable and presentable.

Project and resource management.

Ability to multitask.

Conflict handling.

In-house Courses: Time Management, Service Excellence, Six Thinking Hats, Basic Financial Crime, Money Laundering Control, Business Continuity Management Awareness, Property Law for Collectors, Sanction, Social Media

Computer Literacy: MS Office – Outlook, Word, Excel level 1 & 2, Power Point Level 1 & 2, E-mail & Internet

Financial Certificate (IOB): Subjects passed – Banking, Customer Services Basic Principles of Law, Business Management (Business Accounting & Introduction to Economics still to be completed)

References:

Blend Property Management: Derick Hayward, Facilities Supervisor Tel: 083-***-****

Part Incorporated Africa: Lindsay Felix, Sales manager Tel: (021-***-**** / 082-***-****

Parts incorporated Africa: Jonathan Cloete, Warehouse manager Tel: (021-***-**** / 072-***-****

Drake & Scull: André Arendse, ATM Project Manager

Tel: 082-***-****

JCI: David Picard, Building Manager

Tel: 079-***-****

Contact this candidate