Facility Coordinator

2 weeks ago

Cape Town, Western Cape, South Africa Cosmopolitan Recruitment Full time

FACILITY CO-ORDINATOR (Cape Town)

Position Summary

  • Coordination of all tasks and actions regarding general maintenance of building and garden as required to ensure facilities comply to standard and SLA's

Key Accountabilities:

-
Primary Duties:

  • Ensure the following services are executed at all designated sites according:
  • Technical Maintenance
  • Fabric Maintenance
  • Fire Prevention & Protection
  • Lifts
  • Audio Visual
  • Plumbing
  • Waste Management
  • Cleaning, Hygiene & Pest Control
  • Landscaping & Indoor Plants

Quality Control

  • Identify Scope of Work & Quality requirements according to maintenance request.
  • Conduct Quality Control Inspections on a daily basis an ensure records are kept thereof
  • Completion and reviewing of quality reports on a weekly/monthly basis
  • Ensure all work is completed as per work order and to quality standards.
  • Ensure daily reporting of faults to Key Accounts Manager.
  • Ensure emergency maintenance is reported to the Key Accounts Manager.
  • Development of inspection plans relative to all services around building fabric maintenance as stipulated above.
  • Ensure regular feedback to end user/staff regarding status of maintenance and completion.
  • Institute all approved process and procedures, adapt and make site specific as required
  • Implement revised process and procedures as and when required
  • Ensure all on site (Client) policies, procedure, rules and regulations and adhered to at all times

Manage Contractors

  • Familiarize with all terms and conditions and performance standards as per SLA per service
  • Ensure contractors adhere to SLA at all times, and report any noncompliance as part of performance management
  • Communicate additional service requirements to Key Accounts Manager to incorporate into SLA
  • Ensure effective and efficient service delivery
  • Ensure all planned maintenance activities are adhered to and that the service report issued is issued to Key Accounts Manager
  • Ensure proactive approach to the precinct by logging proactive calls on a daily basis
  • Follow up on outstanding Helpdesk Work Orders and Requests and ensure the work is completed and that the ETA is communicated to Key Accounts Manager, client and helpdesk

Client Liaison

  • Provide regular task feedback to client
  • Complete all / any client requests and ensure client satisfaction
  • Provide feedback to Management

Invoicing Control

  • Ensure Key Accounts Manager receives an invoice for all work completed by the relevant service provider
  • Ensure quotations are received and processed for approval with line manager
  • Familiarize with the approved invoicing procedures and abide by them
  • Assist in timeous submission of invoicing by Contractors and that all details are received (work order number, PO number, vat registration number, etc)

Reports

  • Complete monthly Management Report for Head Office, highlight all operational issues and comment on the status of such issues
  • Report on status of projects
  • Report on staff
  • Highlight concerns
  • Make recommendations or submit request for assistance.

General Operations and HR

  • Ensure all operational outputs are noted
  • Timesheet management
  • Assist in Managing onsite operational expenditure
  • Communicate all operational activities to all respective staff
  • Make recommendations on any operational issues that need to be altered to fit individual sites

Key Skills and Experience Required:

  • Grade 1
  • Preferable: NDip /

Trade Test:
Electrical or Mechanical or Building Management / Construction Management

  • 23year experience in Facilities Maintenance Management
  • Computer Literate in MSOffice
  • Experience of contract administration
  • Knowledge of preplanned maintenance services advantageous
  • Knowledge of safety, fire and emergency procedures
  • Knowledge of Occupational Health and Safety Act and relevant legislation
  • Knowledge of SLA's and lease agreements
  • Knowledge of basic technology in building (electrical, plumbing and construction)
  • Knowledge of mechanical and airconditioning systems

People and Management Skills:

  • Good people relationship skills
  • Good interpersonal skills
  • Customer focused
  • Good and proven leadership skills
  • Able to work under pressure and meet deadlines
  • Ability to handle and control difficult situations
  • Ability to create and maintain budgets
  • Able to keep Contractors in line with agreed Service Level Agreements (SLA's)
  • Ability to communicate on high level
  • Selfmotivated
  • Integrity
  • Computer literacy skills
  • Time management skills
  • Practical building maintenance skills

Key Result Areas:

  • Understand role of reporting to the business and client
  • Understand interworking with various teams to ensure client financial compliances
  • Understanding that feedback and communication is critical to success

Additional Responsibilities and Skills:

The employee acknowledges that all duties performed will reflect on the client and will thus act in a

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