Facilities Coordinator

**Key Duties & Responsibilities**:
**Maintenance management***
- Coordinate the cost-effective maintenance (both scheduled and reactive) of the relevant building, including but not limited to electrics, plumbing, gardening, air conditioning, audio visual, fittings, fire equipment, furniture and meeting room equipment.
- Interact with external stakeholders including but not limited to Municipalities / Eskom / Local Business Forum’s.
- Provide effective and timeous facilities administrative related support of the COF premises
- Update and maintain all databases and records, including electronic and hard copy records including but not limited to employee lockers, asset lists and other SHERQ requirements
- To attend to communication by co-ordinating all relevant notifications as and when necessary and conduct any required SHERQ training related to the facility.
- To ensure housekeeping and hygiene rules are applied in / on the premises
- Regular update and maintaining of initiative registers (CAPEX and OPEX) and Inspection Sheets (quarterly) and SHERQ records.
- Execute small facilities related projects with guidance from the projects team.
- Supervise contractors on small-scale upgrade project ensure effective facilities.

**Soft Services Management**
- COF Facilities Management but not limited to operational activities on a day-to-day basis:

- Mechanical Services or air-conditioning
- Energy and water management, including air-conditioning
- Ensure that negotiated Service Level Agreements are tightly managed for:

- Cleaning contracts including but not limited to Canteen, Office Space, Meeting Rooms and Cafes.
- Internal and external plants contracts
- Contracted caterers and Coffee, cooler and Fountain Machine maintenance
- Pest control
- Fire equipment maintenance and compliance
- Security related aspects / matters, as well as security equipment monitoring in collaboration with the site Risk Controller
- Ensuring adherence to policy guidelines and open plan office etiquette.
- Coordination and effective management of the open plan office space as relates to Telephony, Networks, Printing facilities, furniture, lockers and Meeting Room management
- Facilitating engaging workplace activities in / on the premises
- Ensure meeting rooms are kept to a professional level at all times
- Management of smoking areas (legal compliance, etc)

**Quality Systems**
- Ensure systems are in place to manage Health and Safety to the equivalent of a five-star NOSA rating and legal compliance.
- Maintain ISO 14001 and ISO 9001 systems for the facility and manage all related documentation
- Canteen: Manage canteen SHE System and Safety Representatives.
- Ensure accurate utilisation of the RUBI risk system.
- Ensure that BCM is reviewed and updated.

**Security and Accident Management**:

- Maintain and communicate safety and emergency procedures at Central Office site.
- Manage approved procedures to ensure building security including the monitoring of the CCTV.
- Manage access control at Central Office Site in consultation with the Midrand Site Risk Controller.
- Manage the security company against Service Level Agreement.
- Management of parking and access control for all sites.
- Management of the shuttle service.
- Interpret and action insurance claims incidences for Central Office.

**Skills, Experience & Education**:

- A minimum requirement - A Technical Diploma with facilities management experience or equivalent. A relevant professional and vocational NQF 6 qualification (e.g., Facilities or maintenance management diploma would be applicable).
- A minimum of 3 to 5 years of experience in a facilities management environment.
- Prior experience in Facilities/ Property Management is a requirement
- Experience in project management is an advantage
- Experience in contractor management is a requirement

**General**: