Facilities Co-ordinator

2 weeks ago

Cape Town, Western Cape, South Africa Careerbox CCI Full time

Position:
FACILITIES CO-ORDINATOR

Location of Job:
Capetown

Working Hours:
Rotational

Purpose


Facilities Coordinator provides administrative and technical support by Co-ordinating all Facilities departmental administration, in addition to the management of reception posts in all buildings.


Position Description

KRA / Main Outputs and Responsibilities

PROCUREMENT

  • Assists with the entire procurement process for the Ops Supervisors.
  • Procurement of drug kits, alcohol kits, lanyards, access cards, card holders, access control repairs/additions, health and safety requirements and all vehicle related quotes.
  • Ensure that all invoices/proof of work carried out or orders delivered are then sent to the Finance department.
  • Ensure expenditure is within budget.
  • Identify, promote and gain support for improvement opportunities that will increase revenue and or reduce operating costs.

Process and Risk

FLEET ADMINISTRATION

  • Responsible for the upkeep and maintenance of all Company vehicles.
  • Ensures that services of vehicles are completed on time and to arrange for vehicles to be booked in for services.
  • Ensures all license discs are up to date and renewed before expiry.
  • Ensures all vehicles are sent for a 20point check once a year.
  • All accidents are to be reported as they happen the insurance claim form as well as a quote to repair damage needs to be submitted to the Finance department timeously.
  • Monthly inspections are to be done on all Company vehicles to ensure all is in order. Mileage to be checked as well as the condition of the vehicle.
  • Monthly fleet schedule to be sent to the Finance department to affect deductions accordingly.
  • The Facilities Co-Ordinator is to obtain approval for all parts that may need to be replaced in any of the vehicles
  • Collects all fuel receipts, these get sent to the Finance department to conduct a recon.

APARTMENTS

  • Responsible for booking of guests and maintaining apartment schedules
  • Reporting of any maintenance

People

  • Mentor and manage direct reports: Receptionists, Ingress agents
  • Nurture talent within the direct reports community as well as extended reports by:
  • Cultivating a high-performance culture by caring, driving knowledge growth (education) and coaching
  • Stimulates and motivates
  • Develops and executes talent management & succession plans
  • Retains talent
  • Ensures direct reports community as well as extended reports follow relevant CCI Group policies, compliance policies, legislation, regulation and client obligations
  • Ensures that Overtime is calculated for all qualifying employees in the Facilities Department.

Ensure efficient daily operation of the team against KPI's

  • Drive the operating rhythm by providing daily direction and communication to subordinates.
  • Respond to client escalations.
  • Scheduling of staff to ensure sufficient coverage
  • Continually evaluate performance and conduct regular quality assurance checks and ensure processes and procedures are adhered to.
  • Coach subordinates on issues that may arise.
  • Available for employees who experience problems providing appropriate coaching, direction and resolution
  • Respond appropriately to daily discipline issues arising from the team and conduct return to work interviews as required
  • Prepare warnings and communicates effectively with employees on warnings and makes effective / appropriate decisions relative to corrective action as required.

Facilitates ongoing team performance improvement

  • Identify and implement methods to improve team operations, efficiency and service to customers and clients.
  • Provide statistical and performance feedback and coaching to each team member as prescribed by the operating rhythm.
  • Ensure employees have access to appropriate training and other resources to perform their jobs.
  • Provide input into work procedures and processes that support the company and departmental procedures.
  • Create and maintain a highquality work environment so team members are motivated to perform at their highest level.
  • Ensure that the physical working space is conducive to a productive working environment.
  • Provide input into team awards and implement and manage incentive budgets

Level of Authority

  • Ensures that the team follow the required instructions, company decision systems, policies and procedures.
  • Any issues falling outside of standard operating practices and procedures are referred to the Head of Facilities.
  • Any decision made must be consistent for all team members.
  • Coaching and leadership practices for the team assist in improved performance over an extended period of time.
  • Effective leadership of the team can lead to lower absenteeism and turnover improving performance.
  • Planning time frame is typically 1 week to 1 month

Size

  • The Facilities Co-Ordinator is part of a medium sized department, with the receptionists and ingress agents as direct reports.
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