Facilities Co-Ordinator

SUMMARY:
Position Summary

Reception, general office administration, Facilities Coordinator, general maintenance, OHS compliance and assisting National Facilities Manager in various regions.  Ensure organisational effectiveness and efficiency by providing function support, coordination of office operations and procedures.

POSITION INFO:

Key Accountabilities/ Principal Responsibilities

PRIMARY DUTIES

Reception and switchboard duties
General office administration and assistance
Events co-ordination
Building and office maintenance managed through Forcelink
Assist with overseeing all renovation, refurbishment and building projects
Co-ordinate and implement awareness campaigns
OHS compliance
Visitor access
Assist in manage designated sites
Assist in managing sub-contractors
Client liaison
Invoicing submission and control
Management Reports
Implement and adhere to Processes and Procedures
Assist with tenants and leases
Ensure deadlines are met efficiently and effectively
Support to the business and all departments
Travel co-ordination and arrangements
Archiving co-ordination

SECONDARY DUTIES

Manage Designated Sites
Maintain service levels
Complete customer focus
Provide pro-active inputs
Feedback and communication to line manager  

Manage Contractors
Ensure a valid Service Level Agreement (SLA) exists and know all the SLA terms and conditions
Ensure proper service delivery according to the SLA agreement
Performance measurement and if needed institute non-conformances
Approve service schedules
Initiate and approve requests for service
Follow up on outstanding Work Orders and Requests
Ensure all planned maintenance activities are adhered to
Ensure proactive approach by logging proactive calls on a daily basis
 
HSE Requirement
Report all accidents and incidents
Assist Health and Safety Committee
Assist with OHS awareness campaigns
Ensure OHS compliance
Maintain servicing records

Client Liaison
Regular Task Feedback to client
Ensure client satisfaction
Complete all / any client requests
Feedback to Head Office

Invoicing Control
Ensure quotations are received and processed for approval with line manager
Compare invoices to Work Orders
Reconcile invoices at end of the month
Approve and process of payment within specified time frame and forward to Accounts
Familiarise with the approved invoicing procedure and abide by them
Ensure timeous submission of invoicing by Contractors

Qualification Requirements and work-related experience
Grade 12
Min 2-3 years’ experience in facilities management industry
Experience in writing and presenting reports
Good working knowledge of MSOffice
Previous experience creating and maintaining budgets
Basic understanding of Employment Equity
Knowledge of creating Job Specifications
Experience of contract administration
Knowledge of pre-planned maintenance services
Knowledge of safety, fire and emergency procedures
Knowledge of Occupational Health and Safety Act and relevant legislation
Knowledge of SLA’s
Knowledge of basic technology in building (handyman, plumbing and construction)

People and Management Skill
Good interpersonal skills
Good and proven leadership skills
Self-motivated
Proactive
Able to take control of situations
Able to work under pressure and meet deadlines
Able to meet deadlines
Ability to adapt working structure
Able to keep Contractors in line with agreed Service Level Agreements (SLA’s)
Ability to communicate on high level
Customer focused
Self-motivated
Integrity
Punctual and time management skills
Computer literacy skills

Key result areas
Understand role of reporting to the business and clients alike
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 professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels

Interested? Submit your CV now.
                                                                          
All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act.
 
We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic.
 
Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated.
 
By submitting your application, you consent to the processing of your personal information in accordance with the Protection of Personal Information Act 2014 (POPIA) for recruitment and hiring purposes.
 
If you have not received a response within 30 days of the closing date, please consider your application unsuccessful. However, your information may be retained for future opportunities unless you request otherwise.
 
For information on AFMS Group, including more information on our company culture, visit our website at /> 
Please note, relocation costs will not apply
 
If you don’t hear from us in 14 days, consider your application unsuccesful.
 
Applications to be addressed to Matthew Toontjies: -solutions.co.za
 
Closing Date for applications: Wednesday, 11 December 2024, by 16h00