Facilities Coordinator

2 weeks ago

Cape Town, Western Cape, South Africa Sentinel Staffing Services Full time
Qualifications & Requirements:
  • Must have a valid drivers license and own vehicle (essential).
  • Experience in property maintenance and familiarity with MDA/MRI systems will be advantageous.
  • Strong organizational and communication skills.
  • Proficient in Microsoft Office Suite and facilities management software (MDA/MRI).
  • Ability to manage multiple tasks and work under pressure.
  • Knowledge of health and safety regulations.
  • Previous experience in a facilities management or administrative role is preferred.

Key Responsibilities:

Facilities Administration:
  • Coordinate and facilitate all administrative functions of the Facilities Department.
  • Handle incoming calls related to reactive maintenance and record them accordingly.
  • Log all reactive repair requests, quotations, and orders into MDA/MRI systems.
  • Assist with project coordination and support the team on various initiatives.
  • Upload documents and invoices to PT for approval.
  • Ensure completion of reactive repairs by closing logged issues on MDA once inspected.
  • Work with Facilities Managers and Property Managers to select appropriate contractors for various maintenance tasks.
  • Regularly update and manage contractor files and monitor the FM database for reactive maintenance progress.
Preventative Maintenance:
  • Collaborate with the Facilities Supervisor and Property Manager to develop and implement an effective preventative maintenance program.
  • Ensure that all preventative maintenance tasks are logged into the MDA system (planned and recurring).
  • Maintain and monitor the storeroom and order supplies as necessary.
  • Ensure that monthly supplier invoices are accurately tracked and processed, confirming correctness and getting approval from Property Managers.
  • Coordinate with suppliers on matters related to ownership changes, payment queries, and contract management.
Supplier and Contractor Relations:
  • Meet with potential service providers and manage supplier relationships, including payment and contract queries.
  • Ensure that all supplier details (e.g., FICA, legislative, and banking info) are up-to-date and complete.
  • Inspect tenant premises and coordinate building inspections when necessary, ensuring compliance and completing necessary reports.
  • Upload all relevant supplier documentation to PT, Share Drive, and MDA systems.
Staff Coordination:
  • Oversee the day-to-day activities of the Facilities Supervisor and Handyman, ensuring tasks are efficiently managed.
Financial Oversight:
  • Ensure that property budgets are adhered to.
  • Verify that invoices are correct and complete, uploading them to PT for approval and ensuring timely payment.
  • Ensure all required documentation is obtained and uploaded.
Contractor Coordination (BFM):
  • Receive and execute instructions from the Facilities Supervisor and Property Manager regarding jobs to be completed by the Facilities Management (BFM) contractor.
  • Prepare and coordinate BFM vouchers, quotes, and invoices for clients, buildings, or tenants.
Time Management:
  • Effectively manage your time and coordinate office activities in alignment with the needs of other departments.
Health & Safety:
  • Collaborate with the Facilities Supervisor and Property Manager to ensure a safe and healthy work environment for all staff.
Meetings & Communication:
  • Organize and coordinate regular meetings for the Facilities team and relevant stakeholders.
  • Provide regular updates on job progress and departmental activities.
Additional Responsibilities:
  • Support other departments as needed, particularly in the area of creditors management.
  • Assist with audits, including BEE and other departmental requirements.
  • Manage office supplies, including stationery and groceries.
  • Handle reception duties and assist with IT-related matters.
  • Provide backup support for creditors and other financial tasks.

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