Facilities Co-ordinator

7 months ago

Pretoria, South Africa IIE MSA and IIE Varsity College Full time

**Direct Reporting Line**:
Campus Head

**Varsity College** is an educational brand of The Independent Institute of Education (The IIE). The IIE enjoys the reputation of being at the forefront of private higher education in South Africa, and is registered with the Department of Higher Education and Training (DHET) to provide higher education qualifications accredited by the Council on Higher Education (CHE).

**The IIE Varsity College, Pretoria Campus has a vacancy for a Facilities Co-ordinator.**

**Duties and Responsibilities**:
**Building Maintenance and Venue Set Ups**
- Performs regular inspections to assess campus maintenance needs.
- Takes ownership of the campus asset tagging for the asset register.
- Compiles a maintenance plan based on maintenance requirements and priorities.
- Receives maintenance requests from the relevant stakeholders and assesses the issues and requests raised and determines an appropriate course of corrective action.
- Schedules maintenance work that needs to be done and inspects the completed work to ensure that it was done to the required standard.
- Performs proactive maintenance to prevent damage and wear and tear occurring to campus grounds and buildings.
- Logs and prioritises issues raised and provides a date / time that it will be addressed.
- Arranges and manages the process of lecture room or facility set ups for lectures and functions etc.
- Completes and submits purchase orders for maintenance costs.
- Compiles the weekly report detailing maintenance carried out or any issues that may have occurred during the reporting period.

**Oversight of External Service Providers**
- Sources Service providers for specific campus maintenance, security and hygiene needs and negotiates the required Service Level Agreements (SLA's) with the selected Service Providers in collaboration with management.
- Checks all Service Providers health and safety compliance and manages non-compliance.
- Supervises all external service providers to ensure that they are meeting the agreed SLA requirements, including but not limited to: Security, Canteen, Landscaping, Cleaners, Hygiene, Ad Hoc - Air Conditioners, Surveillance Cameras etc.
- Monitors service providers SLA's on an on-going basis and addresses any non-compliance directly with the relevant service provider management member/s.
- Schedules preventative maintenance provided by service providers.
- Oversees onsite building, renovations and changes to layouts as provided by service providers.

**Environmental, Health and Safety (EHS)**
- Ensures that fire equipment is maintained in line with safety regulations and requirements.
- Performs weekly, monthly and quarterly inspections in line with Group Policies and Procedures and legislative requirements.
- Receives and reviews all campus incident reports and sends them to the National Business Development Manager detailing what happened and how it was dealt with including any action taken to address any risks identified if applicable.
- Schedules maintenance for cameras and alarm systems to ensure that these systems are always in good working order.
- Tests alarms monthly in line with insurance compliance requirements.
- Holds the role of the campus Environmental Health and Safety (EHS) representative and manages the EHS file for the campus in line with Group Policies and Procedures and legislative requirements.
- Receives daily lock up report once check lists has been done, e.g. ensuring all lights are off, air conditioners off, checklist adhered to every night.
- Oversees all campus EHS audits and ensures that the audit results are maintained at the highest levels.
- Reviews and tracks EHS committee training requirements on an ongoing basis to ensure that there are always trained committee members available on campus and arranges training for committee members with registered training service providers as and when required.
- Ensures compliance with all EHS policies and procedures on campus and performs all EHS reporting duties.
- Oversees the campus EHS Committee, compiles all EHS committee meeting agendas and action reports and ensures that the committee members all perform the duties required of them.

**Competencies required**:

- Problem Solving
- Leadership
- Planning
- Organising
- Analytical
- Communication
- Interpersonal

**Minimum Qualification Requirements**:

- Minimum of a National Certificate / Occupational Certificate Level 4 / Grade 12 (NQF Level 4).
- Higher Certificate / Occupational Certificate Level 5 in Project Management (NQF Level 5) - advantageous.

**Work Experience Requirements**:

- Minimum of 3 years Facilities experience.

**Special Requirement**:

- Driver's License.

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