Company: Bidvest Facilities Management
Industry: General
Posted: Today, This Week, This Month
Deadline: Not specified
Job Type: Full Time
Qualification: Matric, National Certificate
Experience: 5 years
Location: Gauteng
City: Johannesburg
Field: Administration / Secretarial
Job Title: Document Compliance Specialist
ROLE PURPOSE
- Responsible to produce fire evacuation plans, council building plans for submission, compile and coordinate all required certification to call for occupancy inspections, and get fire- and occupation certificates issued.
MAIN OUTPUTS
- Regularly communicate and coordinate through meetings and e-mail with clients, consultants, landlords, architects and staff to compile and collect project information on feasibility and analyse the information to draw sketches and receive approval thereof from the client
- Apply necessary corrections to drawings when requested.
- Maintain and save drawings to various systems as prescribed by the various contracts.
- Perform site visits to gather necessary site measurement, layouts and building details to complete a set of sketches, working drawings or as built drawings when requested.
- Provide document – and record management system and administration support
- Ensure that drawing applications and space layouts comply with regulatory bodies, National Building Regulations (SANS), Occupational Health and Safety, municipal requirements, etc
- Attend meetings and conduct site visits as may be required by the client
- Responsible for the delivery of tasks within specified timeframes.
- Update and maintain Compliance tracker on progress of submissions and received/current compliance documentation.
- Prepare drawings for submission to due diligence streams.
- Occasionally travel to regions to facilitate council submissions
- Implement and maintain a process for ensuring that all relevant building certificates are maintained, and status recorded monthly
- Daily Support and Management:
- Establish and develop Workplace Solution capabilities by providing coaching and guidance to site teams to improve methods of carrying out work.
- Ensure that workflow continues without interruption.
- Ensure efficient and effective performance and turn-around times.
- Schedule and hold regular feedback meetings with all relevant staff and stakeholders.
- Ensure distribution and control of sensitive information and reports to authorised persons only.
- Ensure all related invoices are approved and sent for payment timeously.
- Ensure timeous procurement of vendors and related materials.
- Customer Service and Advice:
- Keep up to date with business developments and strategic objectives within the environment.
- Provide advice on general changes and compliance within the Drawing Office when required.
- Work with existing processes and procedures in such a way that operational efficiencies and performance are enhanced.
- Recommend processes and procedures to enhance operational efficiencies.
- Attend to and resolve all customer queries timeously or escalate when necessary.
- Follow up and follow through on all queries timeously.
- Update and maintain drawing information and stakeholder relationships.
- Manage conflict.
- Additional:
- Undertake such other responsibilities as directed by Management that will drive sustainability.
- Work in a flexible way so that tasks, which are not specifically covered in the job description, are undertaken.
- Take responsibility for one’s own performance.
- Promote BFM’s image and corporate citizenry through deliberate and co-ordinated activities.
- Adhere to the BFM’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
QUALIFICATIONS AND SKILLS
The Applicant must meet the following requirements:
- Matric (Senior Certificate)
- NQF Level 5 or 3-year National Diploma/Higher Certificate Architectural Draughting
- Code B Driver’s License
- Minimum 5 years’ experience
- Working with multiple stakeholders
- Query resolution
- Record keeping and filing
- Planning and organizing
- Working knowledge of Excel at intermediate level
- Performance Management
- Conflict Management
- AutoCAD
- Knowledge of building regulations
- In depth understanding of local council submission requirements
- Working knowledge of NBR, SANSA 10 400 and SANS 10 400XA
- Expert knowledge in applying and interpreting deemed to satisfy requirements in all SANS codes relevant to this field.
- MS Office Suite
FUNDAMENTAL COMPETENCIES
- Initiative/Proactivity
- Supervisory Skills
- Customer Focus / orientated
- Teamwork & Partnering
- Results orientated
- Motivating others
- Innovative
- Relationship Building
- Stress Tolerant
- Talent Management Empowering
- Problem Analysis
- Interactive Reasoning
- Self-development Orientation
- Time Management
- Planning/Scheduling/Objective Setting / Flexibility
- Listening Skills
