Facilities Coordinator

2 weeks ago

Cape Town, Western Cape, South Africa Lesedi Nuclear Services Pty Ltd Full time

Job purpose
The facilities coordinator will work closely with the Facilities Manager to support all facilities activities.

The facilities coordinator will provide administrative and technical administration support to the Facilities Manager and the Stakeholders and tenants.

Manage office functions including Purchase Orders stock coordination.

Security access assignments, database management, daily office operations, coordination of budgeting/cost saving, maintaining office usage, and providing general support services for departments.


Additionally, the Facilities Coordinator, under the supervision of the Facilities Manager, will manage outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, petty cash, and providing scheduling support.

Provide weekly and monthly reports to the Facilities Manager.

Internal and External Clients

  • Head Office,
  • Koeberg, ATKSS, All Site Offices,
  • Gauteng Office
  • Tenants
  • Contractors and Suppliers

The focus areas of the role:
Facilities Technical Administration, Customer Service, Data Capturing, Office Administration, Systems Updates and Reports.

Key Tasks:

  • Assist the Facilities Manager in all aspects of project implementation as needed.
  • Support the Facilities Manager with external contacts as needed.
  • Manage the Security accesscontrol database in conjunction with the Security Contractor.
  • Represent the Facilities Department in interdepartmental meetings to support and facilitate communication
and action between departments.

  • Hard and Soft Service support and coordinating.
  • Cost Savings.
  • Assist with office catering and events.
  • Maintain and update administrative policies and processes.
  • Set up, maintain, and department department's files, information, filing, and communication.
  • Assist with space planning and office layouts.
  • Assist facilities staff in locating parts and supplies.
  • Record all facilities assets purchases.
  • Record of all facilities assets e.g., workstations, chairs, telephone.
  • All tools to be register and checked.
  • Supervise 15 team within the facilities department.
  • Host contractors.
  • Coordinate all Facilities activities, work direction, and support systems.
  • Supervise and train facility employees and contractors as needed.
  • Awareness of safety hazard.
  • Safety first attitude.
  • Assist with Contractors Safety Induction.
  • May be required in addition to changes in the emphasis of duties as required from time to time.
  • Assisting Various departments not limited to facilitates.

Experience:

  • Higher Certificate / Diploma will be an advantage.
  • 5 years Office Administration experience
  • 5 years Facilities management experience
  • 2year Team Leader experience
  • Advanced Excel, basic to intermediate PowerPoint, MS Word, report writing.

Knowledge:

  • Understanding of Safety in the workplace and Safety inductions.
  • HVAC administrative knowledge.
  • Knowledge subcontractors and vendors.
  • Knowledge of inventory management of all usage.
  • Report writing.
  • Knowledge of basic financial principals.
  • MS Word, Excel, Outlook, Word, and PowerPoint.
  • Building management and Facility and Maintenance operations.
  • Understanding of Maintenance management / BMS understanding.

Skills:

Demonstrated ability in the following areas:

  • Strong Written and Oral Communication.
  • The ability to follow job and safety instructions.
  • Ability to work well in a fastpaced environment.
  • Customer service skills and some telephone ethics.
  • Computer skills and use of Microsoft Office with Advanced Excel.
  • Helpdesk.
  • Facilities Technical insight and understanding (will be an advantage).
  • Must have strong interpersonal skills and ability to work in a team environment.
  • Responsibility for followup on actions based on various team projects.
  • High organization skills in managing multiple projects simultaneously.
  • Ability to perform and manage technically complex projects using independent judgment and personal initiative.
  • Build strong internal and external relationships using effective verbal and written communication skills.
  • Work independently without regular direct supervision.
  • Supervisory skills.

Behaviours/Personal Attributes:

  • Methodical
  • Good interpersonal skills.
  • Proactive
  • Ability to organise and effectively prioritise workload.
  • Work as part of a team
  • Attention to detail.
  • Must be able to work well with people.
  • High customer ethic
  • Safety orientation
  • High Integrity
  • Assertive

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