Facilities Coordinator

7 months ago

Cape Town, South Africa CBRE Excellerate Full time

PURPOSE OF THE JOB
- To oversee the delivery of planned and reactive works across a portfolio of Client site within the contractual SLA and KPI requirements.
- To liaise with the various customer contacts to build strong and effective working relationships
- To monitor, maintain and update Statutory and Non-Statutory Compliance records and documentation.
- To manage the financial aspects of the contract.
- To manage all HSE related maters include audits and training

MAIN DUTIES AND RESPONSIBILITIES

1 To build a strong and effective working relationship with the relevant Client contacts.

2 To own and control all financial, administrative and commercial aspects of the contract.

3 To participate in internal and client meetings as appropriate.

4 To prepare and issue reports as requested by contract management team. Reports include (but are not limited to):

- Weekly WIP review
- Open Purchase Orders
- Invoice Pool
- Financial budget review and monthly accruals
- CSI management and contractors’ files & contracts
- Jobs Billed in the Month
- Monthly Contract Review
- Monthly client KPI pack (Monthly Report)
- Keeping Cost plan / financial records up to date

5 To assign PPMs and reactive tasks to the appropriate resources to ensure all tasks are completed within the contractual KPI’s/ SLA’s and track all tasks via the Work Order / CAFM management system (Service Insight).

6 To review and monitor vendor performance to ensure they deliver good quality of service and value for money

7 To build a basic understanding and familiarity with site operations in order to better understand Client’s priorities and needs

8 To carry out all administrative tasks associated with the management of the contract, ensuring auditable trails are maintained. Tasks to include:

- Raising monthly submission / invoice to customer
- Maintaining records of all maintenance and extra work activities (quotes, service report sheets, POs etc)
- Raising of and updating Purchase Orders
- Supporting the achievement of service delivery KPI’s by actioning Work Orders

/ Reactive tasks quickly and efficiently
- Scanning & filing of service report sheets
- Maintaining holiday records
- Updating and maintaining personnel records including completed training
- Processing timesheet data

9 To undertake general office duties relating to the contract including:

- Correspondence and filing
- Minutes of meetings
- Preparation of reports and documentation (as referred to above)
- Subcontractor administration
- Oversee and maintain security vetting details for the operational teams & our 3rd party suppliers to ensure all contractual Security & Access requirements are adhered to
- Ensure all required documentation is obtained from Vendors - ie RAMS, COSHH, Competence, ATWs, Attestation letters / Background checks etc.
- Monitor and control monthly Statutory & Non-Statutory Maintenance Schedule in line with Service Insight in line with contractual KPI / SLA requirements

10 HSE and Audit:

- All CBRE/Dell Audits preparation and Corrective action plan
- Logbook’s update /Creation
- Maximo
- My service
- Harbour
- HSE training for onsite team.
- Emergency response plans ,ATW,PTW and RAMS

PERSON SPECIFICATION

Education

[Essential]

A good basic education is essential, with good levels of Maths and English (or equivalent).

Training

[Essential]

Good PC based skills, with experience in Word/Excel and Outlook
- intermediate level.

[Essential]

HSE diploma and IOSH Certificate.

[Desirable]

PowerPoint and Access.

Experience

[Desirable]

3 years’ experience in a similar role.

[Desirable]

Previous experience of a customer-facing role using operating systems such as Dynamics AX and CAFM software.

Financial / accounting experience would be an advantage.

Aptitudes

Must demonstrate a strong sense of customer focus.

Excellent verbal & good basic standard of written, communication skills.

Self-motivated and systematic.

Results/ task orientated, attention to detail and accuracy. Excellent time management and organisational Commitment to continuous improvement.

Ability to work as part of a team, as well as independently.

Character Committed to customer service delivery.

Reliable and committed. Confidential and discrete approach.

Calm manner, able to work under pressure and with changing demands and priorities.

Be flexible to work outside core office hours from time to time.

Objectives and Measures:
Health & Safety:

- Hazard Reports logged weekly
- Vendor RAMS, competence, hazardous substance data, ATW’s etc all collated and in place.

Quality & Compliance:

- PPM records logged and maintained up to date
- Service partner service sheets logged / maintained up to date
- Logbooks on shared drive maintained up to date as required
- Sharepoint repository maintained up to date as required
- Contributes to the regular Subcontractor and Supplier Audits (OP63) carried out.

Financial, Commercial and Budgetary:

- All POs clearly define scope

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