Facilities Coordinator

Duties & Responsibilities

Work Order CMS Management / admin

Ensure that all Site data is correct on the CMS system.
Liaison with the help desk admin to ensure any changes are actioned soonest.
Keep the work schedule plan updated on the progress of calls for the update of the system.
Ensure that calls are logged and actioned within the SLA time.
Ensure that PPMs are run and manged according to the requirements.
Run relevant reports and share with the defined management teams.
Ensure that the callers are updated on the progress of their requests.
Process all POs in accordance with the company policy on the system.
Ensure work orders are received from help desk and issued to 3rd party completing the work
Ensure work orders are completed to standard by all parties using them
Allocate work to the correct / most applicable resource for the work required.
Liaison with the help desk to ensure work orders completed are closed and received as required.
Regular communication with FM and HD to ensure that all work is completed on time as agreed in the SLA.
Ensure that regular work order reports are sent to the relevant parties.
Ensure these reports are accurate and all correct fields are being used.
Ensure that the correct accounting process is followed in terms of receipt of quotes, vetting of quotes, comparative quoting, approval process and issue of PO, is done and liaised with the relevant people - Help Desk, Suppliers, FM and Client.
Capturing of all finance documents on the relevant systems and controls are in place for these.
Feedback to SFM on Accruals to be made for work outstanding.
Asset Management & Control

Reporting

Maintain the statistics database for reporting purposes. System and Manual reporting databases.
Provide the SFM with Daily Dashboard reports on their respective sites to show call status and outstanding work.
Provide the Senior FM with reports as required to report on productivity, outstanding POs, PPM, Etc.
Provide the Senior FM with reporting for the client once a month and as required.
Escalate any matters are required by the SLA
Ensure productivity reports are generated as required by management and the client.
Generate cost reports on services and maintenance related services per site.
Provide a budget for the building maintenance activities and ensure this is met.

Service Management

Ensure that the following services are run and managed to a high standard at all times.

Cleaning
Hygiene and Pest Control
Reception and Switchboard
General Maintenance & Critical equipment Maintenance
Beverage solutions
Meeting room Management & functions
Office Plants
Confidential Shredding
Mail and Courier
Furniture Management
Office space planning

Ensure regular communications are shared with the building users on outages, service interruptions, etc.

Sub-Contractor Management

Regular physical inspection of various service areas to ensure that the service delivery is to the required standard and SLAs a being achieved. Ensure these are documented.
Ensure that only vetted and approved vendors are used.
Liaison with the finance administrator on the vendor vetting requirements if any.
Liaison with the compliance manager to ensure that all suppliers provide a compliant safety file with all required documents.
Assist with the vetting of the file ready for approval prior to use of the supplier.
Liaison with the suppliers to ensure that documents are maintained and always up to date and relevant to the work being carried out. Ensuring availability prior to work being carried out.
Arrange approval of the file prior to work being carried out.
Ensure that the clients intranet system and SharePoint are loaded with the relevant latest safety file and supplier documents as and when they are updated. These on-line databases are to be updated at all times with the latest documents for scrutiny in an audit.
Ensure that all EHS Audit requirements are complied with in terms of contractor management regular review with the client EHS rep to ensure.
Assist with ISO / EHS and Client EHS audits when required.
Ensure Access and security arrangements are made for the receipt, escorting and closure of all work orders for during and afterhours work.

Skills and Competencies

Must be energetic.
Must be punctual and reliable.
Must be approachable.
Must be self-motivated and team oriented.
Must be friendly, polite and helpful when dealing with customers.
Must be able to work under pressure.
Must be service oriented.
Must be able to work independently.
Excellent communication skills and relationship management skills at all levels.
Customer service centric.
Team and project focused.
Strategic planning skills.
Problem solving and analytical skills.
Financial and business acumen.
Strong project and resource management skills.
Conflict handling.
Ability to multitask.