Facilities/ Receptionist Coordinator

2 weeks ago

Cape Town, South Africa Dye & Durham Full time
DescriptionThe Facilities Coordinator is responsible for providing facilities support services regionally in Cape Town, ensuring a positive visitor and employee experience and the consistent implementation of D&D Facilities policies, processes, and programs.

Key Responsibilities
  • Manages physical security protocols, applications and audits for Cape Town Offices and ensure compliance with governing guidelines.
  • Manages physical security access for the site, including activation, deactivation of security passes as required for all staff, vendors & visitors at the site. 
  • Acts as first point of contact for security, property management and vendors
  • Coordination of processes for incoming/outgoing courier packages for the office including incoming mail
  • Support visiting ELT and guests while visiting the Cape Town office.
  • Manages and maintains Boardroom(s) bookings for ELT/SLT meetings including catering
  • Manages Facilities support tickets and Reception email inbox
  • Manages facilities projects, including coordination and oversight of external vendors. 
  • Managing the Inventory of office supplies, stationary and janitorial supplies 
  • Conducts & assists with compliance auditing & reporting requirements as necessary
  • Coordinates with Building Operations, Property Management for general repairs and maintenance of facility.
  • Supports office efficiencies and support services: Facilities contractors, vendors, HVAC, cleaning, staff lounge equipment, office/furniture repairs and approving non-IT supply requisitions.
  • Responsible for coordinating and supporting the development of life safety/evacuation procedures, health & safety team and onsite first aid requirements 
  • Performs regular site inspections and equipment audits as required
  • Collaborates with IT support and HR and social committee teams 
  • Works closely with Global Dir regarding site planning, layouts and implementing of renovations or office improvement projects 
  • Achieves financial and lease objectives by supporting leasing strategies, annual budgets, scheduling expenditures, analyzing variances, and initiating corrective actions.
  • Manage historical retention, protection, retrieval or disposal of historical records in Cold Storage.
  • Contributes to team goals and objectives by accomplishing related results as needed.
  • Live and promote our Company’s core values when dealing with employees, clients and other business stakeholders to continue to grow our culture.
  • Supports the ordering, management and replenishment of coffee, coffee machines and food vendors. 
  • Supports the health & safety committee groups and is a contributing member of the Fire Warden training and first aid team. 
  • Other duties as assigned.


Skills, Knowledge and Expertise
  • Min 5+ years in facilities/office coordination within in a corporate office environment
  • Reception, customer support services and event catering experience and or a combination of experience is highly desirable (or equivalent combination of education or work experience)
  • Must have excellent communication, interpersonal, and problem-solving skill sets
  • Ability to manage and execute projects and work schedules independently  
  • Must have a strong desire to put customers and staff first. 
  • Must be organized, detail-oriented, and be able to multi-task and work well under pressure.
  • Be proficient with MS Office products, (Word, Excel, Teams, Project and Power point)
  • Must be able to work as part of a team as well as be capable of working independently when required.
  • Health & Safety, and First Aid experience an asset 
  • Ability to read/understand floor plans/ architectural drawings an asset.


BenefitsAt Dye & Durham we strive to be visionaries As a leader in our field, we ensure our employees are ready for the next challenge in their journey with us by offering internal and external training opportunities. We offer competitive salaries and a whole host of benefits including healthcare, pension, company discounts, wellness programs, and paid days off to move house or volunteer for your favourite charity.  Do you share our DNA? 

  • We ask how tomorrow can be better than today 
  • We are passionate about solving our customer's challenges 
  • Our ideas break boundaries 
  • We value different perspectives and encourage dialogue 
  • We take ownership and celebrate together 
Dye & Durham is a global leader in legal technology. The company’s three categories of integrated solutions – practice management, data insights and due diligence, and client onboarding – give solicitors the essential tools they need to run their firms, from client acquisition to case management and legal accounting, and everything in between.  

Trusted by thousands of legal practitioners globally, Dye & Durham helps law firms achieve more growth with less effort. 

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