The Facility Coordinator is responsible for conducting day to day administrative and operational facilities management services and supporting the management team and the colleagues as well as relevant organisations, departments.
Key Accountabilities
- Carries out Facilities/workplaces related tasks to ensure the operational delivery of facilities maintenance services on site in line with agreed service standards.
- Provides first line response to inquiries and concerns and ensures timely and quality service delivery, following up to ensure satisfaction.
- Assigns requests technicians, subcontractors, and vendors. Responsible for communicating these to the relevant parties and assists management in resolving problems.
- Coordinates in the operational delivery of service contracts for site, ensuring attendance of required meetings for measuring performance and any relevant contract amendments. Providing feedback to the management team
- Prepares regular reports and data according to agreed schedule, presents to the key stakeholders.
- Responsible for ensuring building lease obligations are met and service charges are appropriate, through regularly liaison with landlord and property managers.
- Ensures the adherence to the purchase to pay (P2P) process for workplaces, including the raising and approval tracking of purchase orders, tracking of payments and monitoring of invoices.
- Provides administration support for; finance, commercial, HR, Workplaces and EHS related task, supports Management and Management Team members.
- Support the Management team with the administrative tasks associated with the management of EHS on site.
- Conducting activities that coordinate the compliance with all aspects of health & safety
- Ensures the building and office standards are met by performing frequent visual quality inspections, reporting any issues in breach of EHS standards and that fall below the required standards. Corrects any defects by steering on site handymen, technicians, security guards and local suppliers and collaborating with Landlords team.
- Maintains files on company vehicle fleet and coordinates vehicle administration.
- Welcomes visitors to the site, providing professional support where required to visitors and external third party / contractor providers.
- Issues ID badges as required.
- Coordinates incoming and outgoing calls to the office and manages emails.
- Coordinates all mail correspondence to the front desk.
- Always presents a positive and professional first impression.
- General office administration and inventory tasks as required.
- Conducts additional tasks as required; including organizing taxis transfers and timetable information, office activities and assisting organizing in corporate events.
- Books and cancels Meeting Rooms when required.
- Works positively and collaboratively with colleagues, service providers, landlord and any other parties.
- Minimum of Grade 12 or degree in Business Management or equivalent.
- 2-3 years relevant experience in invoicing and end-user support.
- Experience within the Facilities Management field is essential.
- Strong technical knowledge & experience will be preferred.
- Computer literacy; MS Office - Excel and Word; Outlook; Administration Skills; Time Management; Telephone skills.
- Contract Management (SLA Suppliers etc.); Financial principles / processes (costings) Policies and procedures Preparation of reports, including dashboards, Administration skills, Communication skills
- Assertive; Tolerance for Routine; Communication (Fluency in languages appropriate to target client community)
- Systematic Thinking; Methodical; Tolerance for stress; Drive and productivity; Teamwork and Co-operation; Customer and Quality Focus; Accuracy
