Facilities Co-ordinator

2 months ago

Pretoria, South Africa Prudent HR Solutions Full time

The role of the facilities coordinator encompasses various responsibilities, including technical and financial management. These responsibilities may be fulfilled directly by the coordinator or through the selection and management of external service providers. The tasks of the facilities coordinator involve overseeing maintenance services, managing service delivery, handling reporting, addressing risk management, and managing both soft and hard services, as well as health and safety concerns. The incumbent is accountable for the day-to-day execution of facility services, including all activities within the buildings. This entails ensuring compliance with health and safety standards and arranging for repairs as necessary.

The scope of the role extends to various aspects of the facility, including but not limited to gardens, perimeters, offices, lighting, plumbing, painting, HVAC systems, furniture relocation, office moves, repair coordination, cleaning, maintenance, and renovations. Additionally, the facilities coordinator is responsible for supervising both contractors and on-site staff, ensuring that all authorized work is carried out safely and in a timely manner.

**Responsibilities include -**
- Daily/ Weekly inspections are conducted, and deviations are reported and actioned timeously.
- Ensures assigned equipment is in proper working order and available for use.
- Ensure all safety protocols and procedures are followed at all times.
- Monitor and inspect facilities to ensure they are in compliance with safety and building codes.
- Maintains physical space, ensuring a safe, clean, and functional environment.
- Receives, manages, and processes work order requests; ensures problems are resolved quickly.
- Manages any outside contractors needed to resolve specialised problems.
- Ensures the preventive maintenance schedules for buildings and equipment are actioned.
- Ensures safety standards are followed throughout facility.
- Participates on emergency preparedness planning team.
- Maintains inventory of supplies; reorders as needed.
- Performs other related duties as assigned.

Examine and closely observe customer experience data from all channels to guarantee exceptional customer service in matters pertaining to post-sale interactions.
- Visit tenants within the portfolio
- Establish and maintain mutually beneficial relationships with tenants
- Be available, by cellphone, after hours, in case of emergencies.
- Be available to work on specified weekends and after hours
- Communicate with tenants to ensure day to day satisfaction

**Reporting**:

- Prepare and supply accurate daily/weekly/ monthly reports as is required for the purposes of management reporting.

**Risk Management**
- Ensures compliance with relevant Acts.
- Proactively controls, manage and govern the processes and systems within the area of accountability to ensure compliance and minimize the business risk.
- Follow Safety Procedures and wear Protective Clothing when on Site.

**Self-development**
- Identifies training/development needs and pro-actively selects effective solutions to address development gaps.
- Ensures that a personal development plan is developed and implemented.
- Accountability (Advanced)
- Conflict Management (Advanced)
- Result Orientation (Advanced)
- Communication (verbal and Written)
- Collaboration (Expert)
- Business Acumen (Advanced)
- Integrity (Expert)
- Client Centricity (Expert)
- Excellence (Advanced)

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