Site Coordinator

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Responsibilities

1. Review visitor and client arrivals for the day.
2. Attend to special arrival and meeting room requirements.
3. Provide information about amenities, area, and venues.
4. Ensure that all visitors sign the visitor's register; visitor slip only to be signed by the host.
5. Anticipate client needs and build rapport with clients.
6. Offer assistance with certain tasks (e.g., taking messages, catering requirements, etc.).
7. Offer assistance with meeting room technical requirements.
8. Ensure compliance with health and quality standards.
9. Liaise with Facilities Manager to oversee, monitor, and ensure costs are contained within budgets (OPEX and CAPEX).
10. Review and report on monthly variance reports.
11. Ensure compliance with TFS policies and procedures related to financial management, controls, and expenditure authorization levels.
12. Monitor & report all building maintenance work orders on a daily basis.
13. Ensure all requests to purchase are followed by a quotation.
14. Ensure all suppliers submit invoices timeously with service reports where necessary.
15. On satisfactory completion of job or delivery, request an original invoice and ensure it is logged on a spreadsheet.
16. Adhere to cut-off dates stipulated by TFS and the client.
17. Liaise with BCX finance team on payments to suppliers.
18. Liaise with TFS Managers to ensure all contract documentation is maintained and updated.

Operational Delivery

1. Ensure all BCX financial policies and procedures are complied with.
2. Ensure that where services are recovered internally, the appropriate information, controls, and systems are adhered to.
3. Ensure leave forms are captured on the system.
4. Ensure ongoing implementation of TFS's quality management system known as IMS for all policies and procedures related to Quality, Environment, and Health & Safety.
5. Supplier management and payment reconciliations are up to date to avoid suspension of services.
6. Communicate terms of trade to suppliers to ensure compliance whenever required.
7. Obtain statements from suppliers, do reconciliations before it is forwarded to TFS HQ finance.
8. Oversee day-to-day running of all Soft & Technical Services.
9. Monitor certain technical equipment such as the generator and UPS system.
10. Carry out random walk around with or without suppliers.
11. Carry out formal and informal supplier review with management of supplier.
12. Manage stock and carry out weekly stock takes.

Customer Focus

1. Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value.
2. Interact with clients to provide and process information in response to inquiries, concerns, and requests about products and services.
3. Conduct client satisfaction surveys to ensure clients are satisfied with the products and services.
4. Keep up to date with business developments and strategic objectives within the environment.
5. Provide advice on general changes and compliance within the workplace management framework when required.
6. Work with processes and procedures in such a way that operational efficiencies and performance are enhanced.
7. Attend to and resolve all customer queries timeously or escalate when necessary.
8. Follow up and follow through on all escalated queries timeously.
9. Manage conflict.

Reporting

1. Prepare monthly reporting within set timeframes for distributing to the relevant parties.
2. Update and maintain all relevant records.
3. Compile and prepare stats as and when required by your manager.

Code Of Conduct

1. Undertake such other responsibilities as directed by Management that will drive sustainability.
2. Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.
3. Take responsibility for one's own performance.
4. Promote TFS's & BCX's image and corporate citizenry through deliberate and coordinated activities.
5. Adhere to the TFS's Safety, Health, Environmental and Quality (SHEQ) Management System's Policies & Procedures as applicable to this position.
6. Ensure TFS ethical values are adhered to.

Skills and Competencies

1. MS Office Suite.
2. Knowledge of equipment, materials, and suppliers used in facilities management.
3. Good understanding of the utilization of the INFO system.
4. Proficiency in English; knowledge of additional languages is a plus.
5. A customer-oriented and professional attitude.
6. Outstanding communication skills.
7. Excellent organizational and time-management skills.
8. Hospitality and customer-centric focus.
9. Problem-solving and Analytical Skills.
10. Bilingual.
11. Knowledge and understanding of SLA.
12. High degree of computer literacy (MS Word, Power Point, Excel).
13. Excellent report writing skills.
14. Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting.

Qualifications

1. Grade 12.
2. A building/facility qualification or experience would be an advantage.
3. Computer literacy on MS Office and Infor EAM.
4. Valid Driver's license.
5. Minimum 3 years' experience in a similar environment.

Seniority Level

Mid-Senior level

Employment Type

Full-time

Job Function

Other

Industries

Facilities Services

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