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Facilities Coordinator

1 month ago

Cape Town, 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.