Facilities Co-ordinator

1 month ago

Northern Suburbs, South Africa AFMS Group Full time

**Key Accountabilities/ Principal Responsibilities**

**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)

**People and Management Skill**
Good interpersonal skills
Good and proven leadership skills
Self-motivated
Proactive
Able to take control of situations
Able to work under pressure and meet deadlines
Able to meet deadlines
Ability to adapt working structure
Able to keep Contractors in line with agreed Service Level Agreements (SLA’s)
Ability to communicate on high level
Customer focused
Self-motivated
Integrity
Punctual and time management skills
Computer literacy skills

**Key result areas**
Understand role of reporting to the business and clients alike
Understand interworking with various teams to ensure client financial compliances
Understanding that feedback and communication is critical to success

**Additional Responsibilities and Skills**
The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels

**Interested? Submit your CV now.**
***
**All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act.**

**Please note, relocation costs will not apply

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