Sandton: Facilities Coordinator (Nestle) posted by Broll Property Group

POSITION PURPOSE The FM Co-Ordinator is responsible for the planning, organizing, and directing of the activities of the assigned Nestlè portfolio. S/he plays an active role and interfaces with suppliers and clients on-site. Oversees third-party services and assists in directing maintenance procedures. Ensure that all the buildings, grounds, and equipment are well maintained and in optimal working condition. Assist with implementing policies and procedures and ensure that all operations are complying with established health and safety regulations. Ensure that services obtained are of acceptable quality at the least possible cost. Keeps senior management well informed of area activities and significant problems. ESSENTIAL FUNCTIONS AND BASIC DUTIES 1. Assume responsibility for the implementation of effective operations management policies, procedures, and planning. a. Assist the Senior FM Manager in developing short and long-term goals and plans. b. Execute established operational goals and ensure that the FM contract plans are complemented and supported. c. Assist the Senior FM Manager in day-to-day tasks as needed 2. Assume responsibility for the effective operations management of facilities. a. Coordinates and arranges third-party services of maintenance contractors, suppliers, vendors, etc. Deals with contractors daily. b. Assist with the administrative duties as expected by the client. c. Respond to emergency call-outs or ensure emergencies are seen to d. Day-to-day running and control as set out in the scope of service e. Ensures that quotations, invoices, and Purchase Orders are received and processed timeously. f. Conducts periodic inspections of facilities, assesses problems and needs, and implements improvements in operations as appropriate. h. Coordinates maintenance activities. Ensures that facilities are clean, well-maintained, and in good repair. Directs preventive maintenance procedures as appropriate. i. Ensures that the Nestlè building complies with established procedures, policies, regulations, and codes in conjunction with the LandLord 3. Conduct scheduled inspections of systems and participate in suggestions for improvements as necessary. a. Conduct scheduled inspections of systems, building -interior and -exterior maintenance b. Compliance with statutory requirements concerning Health, Safety, and Environmental Standards c. Assist with arranging fire drills d. Identifies threats and develops action plans for the prevention of incidents e. Assist with financial forecasting duties, and generate and update schedules for building expenditures f. Ensures that facility operations are cost-effective, efficient, and within established budget constraints. g. Researches vendors, contractors, and suppliers to ensure that equipment and services are of acceptable quality, competitively priced, and delivered on time. i.e. benchmarking. h. Ensures that all maintenance agreements are current. 5. Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals. a. Works to develop and maintain productive business relationships with vendors, suppliers, contractors, etc. b. Acts as a liaison between the Company and external contacts. c. Ensures effective coordination of external services with Company operations. d. Obtains and conveys information as appropriate. e. Promotes goodwill and a positive image of the Company. 6. Assumes responsibility for related duties as required or assigned. a. Ensures that the work area is clean, secure, and well-maintained. b. Completes special projects as assigned. PERFORMANCE MEASUREMENTS 1. Good communication and coordination. Assistance is provided as needed. 2. Senior Management is appropriately informed of area activities and any significant problems. 3. Facilities are well maintained and meet the needs of Nestlè. 4. Facility operations are efficiently and cost-effectively administered, according to minimum contractual requirements. 5. Effective business relations exist with vendors, contractors, and trade professionals. EDUCATION/CERTIFICATION: Post matric qualification. Additional related maintenance and property management training are preferred. REQUIRED KNOWLEDGE: Excellent understanding of facility and operations management procedures. Knowledge of budgeting, and service contracts. EXPERIENCE REQUIRED: Appropriate experience and demonstrable achievement of the required functions and duties are essential. Experience in Facilities Management environment. Experience in working on CAFMS systems, preferably Broll FM systems, applications, and supporting software. Excellent written and verbal communication skills. SKILLS/ABILITIES: Excellent administration abilities. Strong budget interpretation and development skills. Able to organise, coordinate, and direct team activities. Strong problem-solving skills. Good communication skills. Able to use all related maintenance equipment and computer applications. Be pro-active and work well independently. Well-spoken Presentable