Facilities Co-Ordinator at AFMS Group

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 SLA’s
• Knowledge of basic technology in building (handyman, plumbing and construction)