Facilities Soft Services Coordinator

3 weeks ago

Durban, South Africa Cosmopolitan Recruitment Full time

**Position Summary**
- Co-ordination of all tasks (soft services, business support administration and procurement functions) and any actions regarding general facility upkeep to ensure facility soft services are compliant to SLA and OHSE deliverables**.**

**Key Accountabilities/ Principal Responsibilities Primary Duties**
- Ensure the soft servicesare executed at all designated sites according:

- Waste Management
- Cleaning, Hygiene & Pest Control
- Landscaping & Indoor Plants and Waste
- Food aid services
- Helpdesk, reception and switchboard services
- Admin, procurement and call centre

**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 perwork order and to quality standards.
- Ensure daily reporting and escalation of faults toTechnical Supervisor and client.
- Ensure emergency items are is reported tothe Technical Supervisor and client.
- Development of inspection plans relative to all soft services as stipulated above.
- Ensure regular feedback to end user/staff regarding status of service level agreement 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 perSLA per service
- Ensure contractors adhere to SLA at all times, andreport any non-compliance as partof performance management
- Communicate additional service requirements to Technical Supervisor to incorporate into SLA
- Ensure effective and efficient service delivery
- Ensure all planned service activities are adhered to and that the service report issued is issued to Key Accounts Manager
- Ensure proactive approachby logging proactive calls ona daily basis
- Follow up on outstanding Helpdesk Work Orders and Requests and ensure the work is completed and that the ETA is communicated to Technical Supervisor, 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**
- Co-ordinate and manage all invoices for all work completed by the relevant service provider
- Ensure quotations are receivedand 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 Technical Supervisor and Client, 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

**It should be noted that for operational reasons, it may be necessary for to perform tasks other than those described herein from time to time.**

**Prescribed procedures may be amended by management as and when required.**

**Key Skills and Experience**
- Grade 12
- Ability to motivate and manage staff
- Excellent written and verbal communication skills
- 2-3 year experience in Facilities Maintenance Management
- Computer Literate in MSOffice
- Experience of contract administration
- Knowledge of Occupational Health and Safety Act and relevant legislation
- Knowledge of SLA’s
- Valid driver’s license
- Valid driver’s license - Own reliable transport
- Hospitality Cleaning and/or Commercial Cleaning experience

**People and Management Skill**
- 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 iscritical to success.

**Additional Responsibilities and S

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