Facilities Co-ordinator

2 weeks ago

Johannesburg, South Africa Tsebo Group Full time

**About Us**:
Tsebo Facilities Solution is looking for a Facilities Co-ordinator (Hard services) who will be responsible to ensure quality systems and processes are adhered to and monitored on an ongoing basis in a manner that achieves the contractual objectives of client by providing supervisory direction and site support thereby ensuring maximum customer satisfaction in accordance with the workplace services within the master service agreement.

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people - the heart of Tsebo - is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

**Duties & Responsibilities**:
**Operational Delivery**:

- Provide information about amenities, area and venues
- Anticipate client needs and build rapport with clients
- Manage small onsite Team (Electrician, Handyman, Helpdesk Administrator, Room booking & Logistics staff)
- Ensure compliance with health and quality standards
- Liaise with Senior Facilities Manager to oversee, monitor and ensure costs are contained within budgets (OPEX and CAPEX).
- Supply, Review, and report on monthly Work Orders.
- Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorization levels.
- Monitor & report all building maintenance work orders on a daily/Weekly/Monthly basis
- Ensure all requests to purchase follow the onsite approval processes.
- Ensure all suppliers/Contractors submit Quotes & invoices timeously with service reports where necessary.
- On satisfactory completion of job or delivery, close off Work orders on ONKEY system then request Supplier to upload invoice to ONKEY system.
- Ensure Work orders are closed within set contractual timeframes according to SLA
- Liaise with TFS Managers to ensure all contract documentation is maintained and updated
- Ensure leave forms are captured on the system for staff reporting into this post
- Ensure ongoing implementation of TFS’s quality management system known as IMS for all policies and procedures related to Quality, Environment and Health & Safety
- Supplier management and payment reconciliations are up to date to avoid suspension of services
- Communicate terms of trade to suppliers to ensure compliance whenever required
- Oversee day to day running of all Hard & Technical Services
- Monitor and report to Senior FM on certain technical equipment such as the generator, Lifts and UPS system with communication via Landlord
- Carry out daily /weekly /monthly inspections of works open and completed with internal team or with suppliers.
- Carry out formal and informal supplier review with management of supplier.
- Manage stock and carry out Monthly stock takes of Maintenance tools/Equipment

**Contractual Delivery**:

- Ensure all Client SLA policies and procedures are compiled within the Work order, maintenance and Contractor management space.
- Ensure that where services are recovered internally the appropriate information, controls and systems are in place are adhered to.

**Customer Focus**:

- Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value.
- Interact with Senior FM to provide and process information in response to inquiries, concerns and requests about products and services.
- Conduct client satisfaction surveys to ensure clients are satisfied with the products and services.
- Keep up to date with business developments and strategic objectives within the environment.
- Provide advice on general changes and compliance within the workplace management framework when required.
- Work with processes and procedures in such a way that operational efficiencies and performance are enhanced.
- Attend to and resolve all customer queries timeously or escalate when necessary.
- Follow up and follow through on all escalated queries timeously.
- Manage conflict.

**Code of Conduct**:

- Undertake such other responsibilities as directed by Management that will drive sustainability.
- Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.
- Take responsibility for one’s own performance.
- Promote TFS’s & Client’s image and corporate citizenry through deliberate and co-ordinated activities.
- Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.

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