Facilities Coordinator

Description:

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

Key performance areas:

1. Site Maintenance:

• Conducts site visits to ensure operational effectiveness with minimal disruption to the ongoing working staff.
• Ensures all work undertaken conforms to the Health and Safety Act and is not in contravention of any National Building Regulations.
• Ensures cleaning staff efficiency on-site at all times and manages cleaning routines for the BU.
• Coordinates the repairs and replacements of all office equipment.
• Assists IT team with office reticulation projects.
• Supervises all outsourced facilities functions.
• Ensures adequate stock levels are maintained within the business unit with regards to cleaning materials, refreshments, etc.
• Builds cordial relations with Landlords and Governmental Institutions (Eskom/City Power/Public Works).

1. On-Site Vendor Management:

• Liaises 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.
• Resolves conflicts with minimal or no disruptions to overall daily operations.
• Ensures all escalations regarding contractor performance/non-performance is escalated to the line manager.

1. Project Management:

• Ensures accuracy and completeness of information submitted to management on projects to avoid delays.
• Develops and maintains a sound understanding of policies and procedures to develop alternatives to improve and expedite time frames.
• Endeavours to reduce turnaround time to deliver projects within cost and quality.
• Ensures that all activities are performed timeously, accurately, and professionally.
• Communicates daily with contractors on progress and attends weekly meetings.

1. Document Management:

• Compiles and submits all reports timeously.
• Conducts quality checks in terms of documentation conditions to comply with the site build/maintenance.
• Reviews and approves contractor documentation.
• Ensures all documentation information accuracy.
• Keeps records (hard copy and electronic) of all permits, leases, and correspondence.

1. Finance related requirements:

• Obtain supplier quotations
• Client quotations
• Purchase orders to suppliers
• Finance trackers, as required
• Change control process, when scope added or removed.
• Scheduling of orders / maintenance with suppliers, ensuring job cards are signed off
• Generate client billing requests, to be send to the billing clerk
• Submitting 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 term
• Global Partner finance summaries
• Monthly business and service delivery reviews with Global Partner
• Monthly KPI meetings with client

Requirements:

• 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

• Conducts site visits to ensure operational effectiveness with minimal disruption to the ongoing working staff.
• Ensures all work undertaken conforms to the Health and Safety Act and is not in contravention of any National Building Regulations.
• Ensures cleaning staff efficiency on-site at all times and manages cleaning routines for the BU.
• Coordinates the repairs and replacements of all office equipment.
• Assists IT team with office reticulation projects.
• Supervises all outsourced facilities functions.
• Ensures adequate stock levels are maintained within the business unit with regards to cleaning materials, refreshments, etc.
• Builds cordial relations with Landlords and Governmental Institutions (Eskom/City Power/Public Works).

• Liaises 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.
• Resolves conflicts with minimal or no disruptions to overall daily operations.
• Ensures all escalations regarding contractor performance/non-performance is escalated to the line manager.

• Ensures accuracy and completeness of information submitted to management on projects to avoid delays.
• Develops and maintains a sound understanding of policies and procedures to develop alternatives to improve and expedite time frames.
• Endeavours to reduce turnaround time to deliver projects within cost and quality.
• Ensures that all activities are performed timeously, accurately, and professionally.
• Communicates daily with contractors on progress and attends weekly meetings.

• Compiles and submits all reports timeously.
• Conducts quality checks in terms of documentation conditions to comply with the site build/maintenance.
• Reviews and approves contractor documentation.
• Ensures all documentation information accuracy.
• Keeps records (hard copy and electronic) of all permits, leases, and correspondence.

• Obtain supplier quotations
• Client quotations
• Purchase orders to suppliers
• Finance trackers, as required
• Change control process, when scope added or removed.
• Scheduling of orders / maintenance with suppliers, ensuring job cards are signed off
• Generate client billing requests, to be send to the billing clerk
• Submitting 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 term
• Global Partner finance summaries
• Monthly business and service delivery reviews with Global Partner
• Monthly KPI meetings with client