Monica Shezi

Facilities

• Support the Facilities manager as the first point of contact in the Facilities Management ambit.
• Manage and maintain the Facilities Helpdesk, monitor on a daily basis.
• Manage and maintain the action tracker and the year planner.
• General administrative and asset management.
• Manage the outsourced services for cleaning, pest control, hygiene, water dispensers, drivers, handyman and receptionist
• Provide support services to all business units in the company.
• Responsible for ordering and maintaining office consumables for the building, this includes groceries.
• Provide a single point of contact within the facility for gathering or disseminating information concerning facilities-related issues
• Initiate work order request for building and installed equipment maintenance.
• Assist representatives from the Facilities Division when conducting inspections of the facility.
• Process invoices and submit to Finance for payment
• Responsible for office relocation.
• Responsible for COVID-19 return to work planning.

Fleet

• Responsible for running of the Company's fleet of vehicles.
• Responsible for the scheduled and unscheduled maintenance of vehicles, authorization of repairs and services.
• Ensure the safe and most efficient and cost effectively usage of vehicles.
• Monitor and adherence to policies and procedures.
• Performed quarterly vehicle inspections nationally.
• Identify/ coordinate training needs for drivers.
• Responsible for insurance claims maintain log sheets, and account for all fuel card transactions.
• Responsible for the de-fleeting and replacement of vehicles.
• Overseeing Fleet administration and management of all company vehicles.
• Providing accurate and current information needed to the company proxy.
• Manage and maintain fleet information on all company vehicles, from driver's information to cost allocation charge outs and document records.
• Monthly reporting on vehicle mileage, expenditure, vehicle collision management and claims processes to insurance company, vehicle and driver utilization.
• Ordering and replacing fuel cards from approved financial institution.
• Ensuring all vehicles are serviced and repaired at authorized dealerships timeously, (warranties and motor plans).
• Manage the key register for all vehicles as booked.
• Administration of traffic infringements to responsible driver, insure company vehicles are in good standing.
• Vendor management with leasing company, fuel cards are ordered, servicing as per agreement, monthly stats are submitted for invoicing.
• Monitor driver performance in line with WSP's culture, cost accountability, road safety and mitigation of all risks to vehicles for the individual and the company.
• Responsible of all vehicle license disc renewal and road worthy testing.
• Assisting with general fleet queries.
• Company Proxy representative.

Travel

• Manages and coordinates all aspects of business travel.
• Responsible for booking of flights, ground transportation and hotel accommodations.
• Assisting with general travel queries.
• Travel booker for Company Directors and CEO.

General Co-ordination & Administration

• Develop, maintain and monitor close professional partnerships with internal and external suppliers.
• Oversee supply inventory (e.g., office supplies, printer paper/toner, toilet and kitchen consumables), including processing purchases as appropriate.
• Maintain an established storage and filing system.
• Accounts processing, cost allocation and verification of cost.
• Invoice queries and monthly reports.
• Responsible for uploading documents on the ODrive.
• Responsible for document creation/inspection checklists, in line with Audit

Procurement

• Responsible for completing the vendor application form.
• Responsible for completing the vetting form.
• Responsible for checking purchase orders for accuracy.
• Responsible for verifying that product information, shipping information, cost and delivery dates are all correct before obtaining authorization to place an order.
• Responsible for obtain new supplier documents.
• Company credit application and approvals.
• Responsible for receiving orders and verify that the correct items and amounts have been delivered.

• Welcomed all customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
• Answered incoming calls on high-volume, multi-line phone switchboard and pleasantly transferred callers to appropriate personnel.
• Directed incoming calls to internal personnel and departments, routing to best-qualified department.
• Routed incoming mail and messages to relevant personnel without delay.
• Sorted, received and distributed mail correspondence between departments and personnel.
• Maintained building security by monitoring logbook and issuing visitor badges.
• Kept reception area clean and neat to give visitors positive first impression

• Implemented improvements to file systems and procedures.
• Maintained physical and computer-based filing systems.
• Examined, categorized and sorted incoming documents.
• Responded to internal and external requests for information.
• Assisted in planning the induction for new employees.
• Assisted in office management and organization procedures.

• Used flagging tools such as stop and slow paddle and red flag.
• Used flags to warn motorists about hazards, obstacles and workers ahead.
• Worked flexible hours; night, weekend, and holiday shifts.
• Controlled flow of automotive traffic under direction of project supervisor.
• Patiently directed motorists towards detours and alternate routes.