Cape Town City Centre: Facilities Coordinator

Key Accountabilities/ Principal Responsibilities Primary Duties Ensure the following services are executed at all designated sites according: Building Fabric and handyman maintenance Technical Services Fire Prevention & Protection Lifts Services Parking Plumbing Waste Management Cleaning, Hygiene & Pest Control Landscaping & Indoor Plants Food aid services Helpdesk, reception and switchboard services CAFMS (manage and draw reports) Quality Control Identify Scope of Work & Quality requirements according to maintenance request. Conduct Quality Control Inspections on a daily basis an ensure records are kept thereof Completion and reviewing of quality reports on a weekly/monthly basis Ensure all work is completed as per work order and to quality standards. Ensure daily reporting and escalation of faults to Key Accounts Manager and client. Ensure emergency maintenance is reported to the Key Accounts Manager and client. Development of inspection plans relative to all services around building fabric maintenance as stipulated above. Ensure regular feedback to end user/staff regarding status of service level agreement and completion. Institute all approved process and procedures, adapt and make site specific as required Implement revised process and procedures as and when required Ensure all on site (Client) policies, procedure, rules and regulations and adhered to at all times Manage Contractors Familiarize with all terms and conditions and performance standards as per SLA per service Ensure contractors adhere to SLA at all times, and report any non-compliance as part of performance management Communicate additional service requirements to Key Accounts Manager to incorporate into SLA Ensure effective and efficient service delivery Ensure all planned maintenance activities are adhered to and that the service report issued is issued to Key Accounts Manager Ensure proactive approach to the precinct by logging proactive calls on a daily basis Follow up on outstanding Helpdesk Work Orders and Requests and ensure the work is completed and that the ETA is communicated to Key Accounts Manager, client and helpdesk Client Liaison Provide regular task feedback to client Complete all / any client requests and ensure client satisfaction Provide feedback to Management Invoicing Control Co-ordinate and manage all invoices for all work completed by the relevant service provider Ensure quotations are received and processed for approval with line manager Familiarize with the approved invoicing procedures and abide by them Assist in timeous submission of invoicing by Contractors and that all details are received (work order number, PO number, vat registration number, etc) Reports Complete monthly Management Report for Head Office, highlight all operational issues and comment on the status of such issues Report on status of projects Report on staff Highlight concerns Make recommendations or submit request for assistance. General Operations and HR Ensure all operational outputs are noted Timesheet management Assist in Managing on-site operational expenditure Communicate all operational activities to all respective staff Make recommendations on any operational issues that need to be altered to fit individual site. It should be noted that for operational reasons, it may be necessary for to perform tasks other than those described herein from time to time. Prescribed procedures may be amended by management as and when required Key Skills and Experience Grade 12 Preferable: Diploma in Built Environment or Associated Services Ability to motivate and manage staff Excellent written and verbal communication skills 5 years experience in Facilities Management Computer Literate in MSOffice Experience of contract administration Knowledge of pre-planned maintenance services advantageous Knowledge of safety, fire and emergency procedures Knowledge of Occupational Health and Safety Act and relevant legislation Knowledge of SLAs and lease agreements Knowledge of basic technology in building (electrical, plumbing and construction) Knowledge of mechanical and air-conditioning systems Valid drivers license People and Management Skill Good people relationship skills Good interpersonal skills Customer focused Good and proven leadership skills Able to work under pressure and meet deadlines Ability to handle and control difficult situations Ability to create and maintain budgets Able to keep Contractors in line with agreed Service Level Agreements (SLAs) Ability to communicate on high level Self-motivated Integrity Computer literacy skills Time management skills Practical building maintenance skills Key result areas Understand role of reporting to the business and client 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.