Facilities Co-Ordinator

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 SLAs 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 (SLAs) 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.

Location: Cape Town City Centre, ZA

Posted Date: 12/22/2024