Facilities Coordinator

4 months ago

Johannesburg, South Africa CBRE Excellerate Full time

**Who we are**

We are the market leader in commercial real estate services and investments and provide an integrated suite of high-quality real estate services to our clients across Africa and the Middle East, including facilities management, advisory & transaction services, project management.

We support predominantly corporate clients who buy services on a contracted basis all across the Middle East and Africa - even globally, depending on their portfolio.

**Why choose us**

Imagine more than just the future of work; with CBRE Excellerate, you can create it. As part of our global powerhouse, you'll find a culture that fosters an entrepreneurial mindset, where your best work is not just encouraged but celebrated. Collaborate with talented individuals, harness the support of unparalleled resources, and enjoy the journey as you grow both personally and professionally.

**About the role**

A multi-disciplinary Facilities Management role responsible for the delivery of contracted services within the GSK site. The Facilities Coordinator will be responsible for delivering an expectational client service, contract delivery, management of all hard and soft services, financial management, and act as ambassador of the CBRE team on site.

Physical presence required at GSK Offices South Africa - Johannesburg with regular visit to Cape town.

**What you will bring**
- Minimum of Grade 12 or degree in Business Management or equivalent.
- 2-3 year’s relevant experience in facilities administration.
- Experience within the Facilities Management field will be preferred.
- Computer literacy; MS Office - Excel and Word; Outlook; Administration Skills; Time Management; Telephone skills.

**What you will be doing**

You will be responsible for the following:

- Day-to-day site management activities including site functionality, escalation management, administrative & facilities duties of all office ops. and equipment relating to FM services, which will include within CBRE Scope, or additional scope may be requested from CBRE.
- Responds to client inquires and concerns. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction.
- Point of contact between GSK & Building LL to support services provided for Flex sites.
- Managing Building Management Systems, managing Preventative Planned Maintenance schedules in the CMMS system defined, Environmental Health and Safety and Quality Compliance, etc. as required
- Ensure company and client policies and procedures are adhered to consistently including statutory compliance and standard operating procedures
- Managing budget and spend ensuring alignment with CBRE and GSK policies and procedure, including creating Purchase Orders, review of invoices, GRN, Billing requests, etc.
- Delivery or delegation of service requests to ensure all requests are actioned within the agreed timeframe meeting Key Performance Indicators and Service Level Agreements
- Ensuring office housekeeping and cleanliness is delivered to the highest standard, working closely with cleaning vendors, monitoring works and conducting audits
- Support in the Preparation of monthly Reviews Reports.
- Ad-hoc reporting as requested by the account
- Collaboration with external project managers in relation with facilities projects and fit outs on site.
- Building relationships with both internal and external customers including the building landlord, partners and vendors to ensure the best Client experience.
- Communicating efficiently to keep the Client and management team informed of any elevated risks or events, as necessary
- Giving direction the CBRE team and vendors on site to promote engagement and excellent customer experience delivery
- Working in accordance with health and safety measures and promoting best practice amongst colleagues, contractors and vendors at all times
- Managing and reviewing health and safety documentation to ensure compliance and safety on site
- Managing the Facilities team (if applicable), managing team’s objectives, goals and growth
- Reporting and management of work on EHS management system including Hazard reports, eLogbook & any EHS reports.
- Provide an exceptional experience to all colleagues.
- Provide support & initiatives for Workplace experiences in GSK Sites.
- Ensure that all meeting rooms are ready to go each day as per the booking requirements.
- Have total ownership of floors and the surroundings areas to ensure the best work experience.
- Develop and maintain excellent communication with key colleagues.
- Manage stationery stock within the copy hubs and storage space.
- Daily management of meeting rooms and suppling refreshments when required.
- Support the Admin Team in collecting deliveries from the Post Room and loading bay when needed.
- Support the Admin Team by raising urgent courier requests and ensuring the timely collection and delivery of items.
- Provide support for any local/ office specific tasks as reque

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