Facility Coordinator

1 week ago

Cape Town, South Africa Cosmopolitan Recruitment Full time

**FACILITY CO-ORDINATOR (Cape Town)**

**Position Summary**
- Co-ordination of all tasks and actions regarding general maintenance of building and garden as required to ensure facilities comply to standard and SLA’s

**Key Accountabilities**:

- **Primary Duties**:

- Ensure the following services are executed at all designated sites according:

- Technical Maintenance
- Fabric Maintenance
- Fire Prevention & Protection
- Lifts
- Audio Visual
- Plumbing
- Waste Management
- Cleaning, Hygiene & Pest Control
- Landscaping & Indoor Plants

**Quality Control**
- Identify Scope of Work & Quality requirements according to maintenance request.
- Conduct Quality Control Inspections on a daily basis an ensure records are kept thereof
- Completion and reviewing of quality reports on a weekly/monthly basis
- Ensure all work is completed as per work order and to quality standards.
- Ensure daily reporting of faults to Key Accounts Manager.
- Ensure emergency maintenance is reported to the Key Accounts Manager.
- Development of inspection plans relative to all services around building fabric maintenance as stipulated above.
- Ensure regular feedback to end user/staff regarding status of maintenance and completion.
- Institute all approved process and procedures, adapt and make site specific as required
- Implement revised process and procedures as and when required
- Ensure all on site (Client) policies, procedure, rules and regulations and adhered to at all times

**Manage Contractors**
- Familiarize with all terms and conditions and performance standards as per SLA per service
- Ensure contractors adhere to SLA at all times, and report any non-compliance as part of performance management
- Communicate additional service requirements to Key Accounts Manager to incorporate into SLA
- Ensure effective and efficient service delivery
- Ensure all planned maintenance activities are adhered to and that the service report issued is issued to Key Accounts Manager
- Ensure proactive approach to the precinct by logging proactive calls on a daily basis
- Follow up on outstanding Helpdesk Work Orders and Requests and ensure the work is completed and that the ETA is communicated to Key Accounts Manager, client and helpdesk

**Client Liaison**
- Provide regular task feedback to client
- Complete all / any client requests and ensure client satisfaction
- Provide feedback to Management

**Invoicing Control**
- Ensure Key Accounts Manager receives an invoice for all work completed by the relevant service provider
- Ensure quotations are received and processed for approval with line manager
- Familiarize with the approved invoicing procedures and abide by them
- Assist in timeous submission of invoicing by Contractors and that all details are received (work order number, PO number, vat registration number, etc)

**Reports**
- Complete monthly Management Report for Head Office, highlight all operational issues and comment on the status of such issues
- Report on status of projects
- Report on staff
- Highlight concerns
- Make recommendations or submit request for assistance.

**General Operations and HR**
- Ensure all operational outputs are noted
- Timesheet management
- Assist in Managing on-site operational expenditure
- Communicate all operational activities to all respective staff
- Make recommendations on any operational issues that need to be altered to fit individual sites

**Key Skills and Experience Required**:

- Grade 12
- Preferable: NDip / Trade Test: Electrical or Mechanical or Building Management / Construction Management
- 2-3-year experience in Facilities Maintenance Management
- Computer Literate in MSOffice
- Experience of contract administration
- Knowledge of pre-planned maintenance services advantageous
- Knowledge of safety, fire and emergency procedures
- Knowledge of Occupational Health and Safety Act and relevant legislation
- Knowledge of SLA’s and lease agreements
- Knowledge of basic technology in building (electrical, plumbing and construction)
- Knowledge of mechanical and air-conditioning systems

**People and Management Skills**:

- Good people relationship skills
- Good interpersonal skills
- Customer focused
- Good and proven leadership skills
- Able to work under pressure and meet deadlines
- Ability to handle and control difficult situations
- Ability to create and maintain budgets
- Able to keep Contractors in line with agreed Service Level Agreements (SLA’s)
- Ability to communicate on high level
- Self-motivated
- Integrity
- Computer literacy skills
- Time management skills
- Practical building maintenance skills

**Key Result Areas**:

- Understand role of reporting to the business and client
- 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

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