Facilities Co-Ordinator

4 days ago


Cape Town, South Africa AFMS Group Full time
Job title : Facilities Co-Ordinator Job Location : Western Cape, Cape Town Deadline : January 04, 2025 Quick Recommended Links
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PRIMARY DUTIES

  • Reception and switchboard duties
  • General office administration and assistance
  • Events co-ordination
  • Building and office maintenance managed through Forcelink
  • Assist with overseeing all renovation, refurbishment and building projects
  • Co-ordinate and implement awareness campaigns
  • OHS compliance
  • Visitor access
  • Assist in manage designated sites
  • Assist in managing sub-contractors
  • Client liaison
  • Invoicing submission and control
  • Management Reports
  • Implement and adhere to Processes and Procedures
  • Assist with tenants and leases
  • Ensure deadlines are met efficiently and effectively
  • Support to the business and all departments
  • Travel co-ordination and arrangements
  • Archiving co-ordination

SECONDARY DUTIES

Manage Designated Sites

  • Maintain service levels
  • Complete customer focus
  • Provide pro-active inputs
  • Feedback and communication to line manager

Manage Contractors

  • Ensure a valid Service Level Agreement (SLA) exists and know all the SLA terms and conditions
  • Ensure proper service delivery according to the SLA agreement
  • Performance measurement and if needed institute non-conformances
  • Approve service schedules
  • Initiate and approve requests for service
  • Follow up on outstanding Work Orders and Requests
  • Ensure all planned maintenance activities are adhered to
  • Ensure proactive approach by logging proactive calls on a daily basis

HSE Requirement

  • Report all accidents and incidents
  • Assist Health and Safety Committee
  • Assist with OHS awareness campaigns
  • Ensure OHS compliance
  • Maintain servicing records

Client Liaison

  • Regular Task Feedback to client
  • Ensure client satisfaction
  • Complete all / any client requests
  • Feedback to Head Office

Invoicing Control

  • Ensure quotations are received and processed for approval with line manager
  • Compare invoices to Work Orders
  • Reconcile invoices at end of the month
  • Approve and process of payment within specified time frame and forward to Accounts
  • Familiarise with the approved invoicing procedure and abide by them
  • Ensure timeous submission of invoicing by Contractors

Qualification Requirements and work-related experience

  • Grade 12
  • Min 2-3 years’ experience in facilities management industry
  • Experience in writing and presenting reports
  • Good working knowledge of MSOffice
  • Previous experience creating and maintaining budgets
  • Basic understanding of Employment Equity
  • Knowledge of creating Job Specifications
  • Experience of contract administration
  • Knowledge of pre-planned maintenance services
  • Knowledge of safety, fire and emergency procedures
  • Knowledge of Occupational Health and Safety Act and relevant legislation
  • Knowledge of SLA’s
  • Knowledge of basic technology in building (handyman, plumbing and construction)

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