Facilities Coordinator

The purpose of this position is to manage the Business Unit’s site facility activities, following the client's SLA objectives and targets.

Experience, Education & Skills

• 2 – 3 years’ experience in Facilities/Property Coordination and/or site maintenance field.
• Minimum 2 years proven technical maintenance experience in a service delivery environment.
• Experience in managing vendor relationships.
• Problem Solving.
• Proficiency in Office 365, including Excel, Word, and PowerPoint.
• Excellent oral and written communication and interpersonal skills.
• Strong attention to detail, planning, and organizational skills.
• Ability to multitask and prioritize tasks effectively.

• Site Maintenance:
• Conduct site visits to ensure operational effectiveness with minimal disruption to the ongoing working staff.
• Ensure all work undertaken conforms to the Health and Safety Act and is not in contravention of any National Building Regulations.
• Ensure cleaning staff efficiency on-site at all times and manage cleaning routines for the BU.
• Coordinate the repairs and replacements of all office equipment.
• Assist the IT team with office reticulation projects.
• Supervise all outsourced facilities functions.
• Ensure adequate stock levels are maintained within the business unit with regards to cleaning materials, refreshments, etc.
• Build cordial relations with Landlords and Governmental Institutions (Eskom/City Power/Public Works).
• On-Site Vendor Management:
• Liaise with all internal and external suppliers and vendors, building services management, Security, access control, and cleaning staff to ensure that they are performing as per accepted SLAs.
• Resolve conflicts with minimal or no disruptions to overall daily operations.
• Ensure all escalations regarding contractor performance/non-performance are escalated to the line manager.
• Project Management:
• Ensure accuracy and completeness of information submitted to management on projects to avoid delays.
• Develop and maintain a sound understanding of policies and procedures to develop alternatives to improve and expedite time frames.
• Endeavor to reduce turnaround time to deliver projects within cost and quality.
• Ensure that all activities are performed timeously, accurately, and professionally.
• Communicate daily with contractors on progress and attend weekly meetings.
• Document Management:
• Compile and submit all reports timeously.
• Conduct quality checks in terms of documentation conditions to comply with the site build/maintenance.
• Review and approve contractor documentation.
• Ensure all documentation information accuracy.
• Keep records (hard copy and electronic) of all permits, leases, and correspondence.
• Finance Related Requirements:
• Obtain supplier quotations.
• Client quotations.
• Purchase orders to suppliers.
• Finance trackers, as required.
• Change control process, when scope added or removed.
• Schedule orders/maintenance with suppliers, ensuring job cards are signed off.
• Generate client billing requests to be sent to the billing clerk.
• Submit client invoices, per requirement.
• Cheque requests for supplier invoices.
• Monthly finance summaries for internal and client requirements.
• Cashflow management, ensuring client invoices are paid per contractual payment terms.
• Global Partner finance summaries.
• Monthly business and service delivery reviews with Global Partner.
• Monthly KPI meetings with client.