Lodge Facilities Coordinator

SUMMARY:
Position Purpose
The Lodge Facilities Coordinator is responsible for the effective coordination and oversight of all lodge facilities, maintenance, security, and fleet operations. The role ensures that all buildings, infrastructure, vehicles, equipment, and security systems are maintained to the highest standards, supporting a safe, efficient, and exceptional guest experience while ensuring compliance with company policies and South African legislation.
 
Key Responsibilities

1. Facilities & Maintenance Management

• Coordinate preventative and reactive maintenance across the lodge.
• Conduct routine inspections of guest areas, staff accommodation, offices, workshops, and operational facilities.
• Ensure all maintenance requests are logged, prioritized, and completed within agreed timelines.
• Manage maintenance schedules for buildings, electrical systems, plumbing, HVAC systems, generators, water systems, roads, and other infrastructure.
• Monitor maintenance costs and assist with budget control.
• Ensure maintenance tools, equipment, and spare parts are adequately controlled and available.
• Coordinate external contractors and service providers when required.
• Maintain accurate maintenance records and asset registers.
• Assist in the planning and execution of improvement and refurbishment projects.

1. Security Management

• Coordinate all lodge security operations to ensure the safety of guests, employees, assets, and company property.
• Supervise and support security personnel and service providers.
• Conduct regular security inspections and risk assessments.
• Ensure access control procedures are followed for guests, visitors, contractors, and employees.
• Investigate security incidents and prepare reports for management.
• Ensure security equipment, alarms, radios, cameras, and access control systems are maintained and functional.
• Support emergency response procedures and incident management.
• Ensure compliance with company security policies and procedures.
• Maintain security records, occurrence books, and incident reports.

1. Fleet & Transport Management

• Coordinate the operation, maintenance, and administration of all lodge vehicles.
• Monitor vehicle servicing schedules and ensure compliance with manufacturer recommendations.
• Maintain vehicle licensing, permits, insurance, and inspection records.
• Track fuel consumption and identify opportunities to improve efficiency.
• Coordinate transport requirements for guests, employees, suppliers, and contractors.
• Conduct regular vehicle inspections and ensure roadworthiness.
• Investigate vehicle incidents and submit reports as required.
• Monitor driver compliance with company policies and road safety regulations.
• Manage vehicle usage logs and fleet documentation.

1. Health, Safety & Environmental Compliance

• Support the implementation of Health & Safety standards throughout the lodge.
• Ensure facilities, fleet, and security operations comply with relevant legislation and company requirements.
• Participate in safety inspections, audits, and risk assessments.
• Assist in emergency preparedness, evacuation planning, and incident investigations.
• Promote environmentally responsible practices relating to energy, water, waste, and fuel management.
• Ensure all identified hazards are reported and corrective actions are implemented.

1. Administration & Reporting

• Maintain accurate records for maintenance, security, fleet, and contractor activities.
• Prepare weekly and monthly operational reports.
• Monitor departmental expenditure and assist with budget planning.
• Obtain quotations and coordinate procurement requests in accordance with company procedures.
• Process purchase requests and supplier documentation.
• Track operational costs and identify cost-saving opportunities.
• Ensure all documentation is filed and maintained according to company standards.

POSITION INFO:
Minimum Requirements
Education

• Grade 12 (Matric).
• Relevant qualification in Facilities Management, Maintenance, Engineering, Security Management, Operations Management, or a related field will be advantageous.

• Minimum of 3–5 years' experience in facilities, maintenance, security, fleet, or operational coordination.
• Previous experience within hospitality, lodge, tourism, or remote-site operations preferred.
• Experience managing contractors and service providers.

• Facilities and maintenance management principles.
• Fleet and vehicle management.
• Security operations and risk management.
• Occupational Health and Safety legislation and practices.
• Budget control and procurement processes.
• Basic understanding of building, electrical, plumbing, and mechanical systems.

• Accountability and Ownership
• Attention to Detail
• Reliability and Dependability
• Initiative and Proactivity
• Integrity and Professionalism
• Customer Service Orientation
• Teamwork and Collaboration
• Time Management
• Risk Awareness
• Cost Consciousness
• Adaptability and Flexibility