Facilites Co-ordinator at Lesedi Nuclear Services Pty Ltd

KEY PERFORMANCE AREAS

Tenant Management & Occupancy Support

• Compile and analyse monthly tenant requests and maintenance job reports
• Address tenant concerns and coordinate comprehensive maintenance needs
• Maintain accurate tenant occupancy and maintenance records
• Identify tenant risks and facilitate appropriate referrals
• Deliver timely resolution of tenant issues and maintain strong tenant relationships

Hard Services Management & Maintenance Coordination

• Manage facilities tickets, job cards, and service callouts in collaboration with helpdesk and Maintenance Technician
• Maintain detailed logs of faults, actions, and response times for all maintenance activities
• Assist in planning renovation and maintenance projects ensuring regulatory compliance
• Update and maintain asset registers for HVAC, plumbing, electrical, generators, and other building systems
• Schedule and supervise external service providers ensuring compliance with building codes and safety standards
• Provide weekly maintenance progress reports and updates to Senior Facilities Manager

Soft Services Management & Event Coordination

• Collaborate with helpdesk to manage soft service tickets and office technical support
• Assist in planning and organizing company events, meetings, and conferences
• Provide comprehensive administrative support to the Facilities Manager
• Ensure minimal disruption from soft service or technical issues

Vendor Management & Procurement Support

• Source competitive quotes for facility projects and negotiate contracts and service agreements
• Monitor vendor performance and resolve issues promptly
• Maintain approved vendor and contractor database
• Ensure cost-effective contracts that meet quality standards

Team Leadership & Development

• Supervise and motivate 1-3 team members, including Facilities Support Assistant
• Set clear goals, conduct regular team meetings, and provide constructive feedback
• Support performance improvement and development initiatives
• Foster positive team engagement and communication

Financial Administration & Budget Management

• Create and manage job cards related to maintenance projects
• Raise purchase orders on IFS system and process invoices and payments
• Compare quotations and maintain comprehensive financial documentation
• Assist Senior Facilities Manager with budget expenditure, forecasting, and cost-saving initiatives
• Support month-end and year-end financial closing tasks

QUALIFICATION

• Higher Certificate or Diploma in Facilities Management, Property Management, or related field
• Relevant technical or administrative certifications

Alternative:

• Equivalent combination of education and experience in facilities management or related field

EXPERIENCE

• Minimum 5 years' experience in Facilities Management or Coordination roles
• At least 2 years' experience in Office and Financial Administration
• Minimum 2 years' supervisory or team leadership experience
• Demonstrated proficiency in MS Office Suite (advanced Excel preferred)
• Experience with report writing and maintenance administration systems

Advantageous:

• Experience with IFS system or similar ERP platforms
• Background in property management or building maintenance
• Experience managing multiple site locations
• Knowledge of Cape Town commercial property market