Facilities Coordinator - (ADM-L3.36) at Zutari

Role responsibilities

Facilities Operations Support

• Serve as the first point of contact for facilities operational support requests. This involves liaising with landlords, contractors, employees and other stakeholders regarding maintenance issues, repairs and facilities requests
• Log new requests, assess the nature of the issue and prioritise tasks based on urgency.
• Do regular floor walks to identify Planned Preventive Maintenance (PPM) activities and ensure calls are logged accurately.
• Schedule all Planned Preventive Maintenance (PPM) activities and ensure calls are logged accurately.
• Assign work orders to the maintenance team or external vendors (e.g. Electricians, plumbers) and monitor progress.
• Provide timely and clear communication updates to stakeholders on work order status and resolution timelines.
• Conduct Audit checks of calls closed and inspect completed work, signing off job cards when standards are met.
• Ensure all calls logged are closed within SLA.

Vendor and Landlord Management:

• Assisting with managing vendor and landlord relationships, tracking Service Level Agreements (SLAs) and quality service delivery.
• Escalate property and landlord related matters to Facilities Manager and liaise with the landlord representative for resolution and provide needed support to resolve the issue.
• Requesting quotes for contractor/Vendor repairs and operational equipment following the Delegation of Authority for approval.
• Oversee the performance of soft services, including cleaning, landscaping, pest control, security, catering services, internal plants and reception.
• Schedule Soft Services planned preventive maintenance (PPM) activities and log on Zdesk
• Negotiate discounted rates for external parking facilities and maintain agreements
• Monitor and assess the quality of services of contractors to ensure they meet required Service Level Standards (SLA’s)
• Address service failures and implement corrective actions promptly
• Conduct regular inspections of facilities to check cleanliness, safety and compliance.

Client and Stakeholder liaison

• Serve as a point of contact for clients and internal departments and/or stakeholders, addressing requests and concerns.
• Provide regular feedback on service delivery and operational performance.
• Coordinate meeting room set up including the arrangement of furniture and AV equipment 
• Coordinate catering arrangements for internal meetings

Health and Safety Compliance

• Ensure all soft services comply with relevant health, safety, and legislative requirements 
• Maintain accurate OHS documentation and follow up on outstanding checklists.
• Log reported compliance and governance issues as received from Health and Safety representatives, assess the nature of the issue and prioritise tasks based on urgency.
• Conduct regular floor walks to identify Planned Preventive Maintenance (PPM) activities and ensure calls are logged accurately.
• Coordinate staff parking allocations and maintain accurate records. 

Fleet Coordination

• Schedule and allocate vehicles to staff or departments, ensuring optimal utilisation
• Plan routes for efficiency and cost savings.
• Arrange regular servicing and inspections; track and manage repairs.
• Track fuel usage, reconcile fuel cards, and generate reports on mileage, fuel consumption, and maintenance costs.
• Ensure compliance with legal requirements (licenses, roadworthy certificates).
• Maintain accurate records of insurance, registration, and permits.
• Generate reports on mileage, fuel consumption, and maintenance costs.
• Assign drivers, verify licenses, and communicate schedules.
• Handle accident reports, insurance claims, and escalate to the facilities manager for the implementation of corrective action where applicable.
• Coordinate purchase or lease of new vehicles and disposal of old ones.
• Enforce fleet policies and educate staff on safe driving and vehicle care.

Administration and Reporting

• Maintain accurate records of documentation, compliance reports and certificates.
• Extract and compile reports for security, cleaning and catering services.
• Extracting Data from Z.desk and summarise reports for management.
• Upload OHS documents to the shared drive and ensure timely follow-up on all outstanding checklists.

Adhoc

• Assist at Reception when required
• Assist with Project requests when required
• Support in tasks as requested from Facilities Manager

Minimum requirements

• Grade 12 / Matric or equivalent - Essential
• Tertiary qualification in relevant discipline - advantageous 
• Certifications in Facilities Management - advantageous
• Minimum 3 years of experience in Facilities Soft Services and/or Help desk coordination.
• Knowledge of facilities management and fleet operations applicable 
• Proven experience in Helpdesk systems
• In-depth understanding of Vendor management

Skills

• Ms Office Proficiency - (Word, Excel, PowerPoint and Outlook)
• Communication skills - Ability to engage effectively with management and employees at all levels.
• Negotiation Skills – Capable of securing favorable terms with vendors and service providers for cost efficiency.
• Facilities Management Systems – Proficient in using tools Helpdesk systems
• Scheduling & Coordination – Skilled in planning preventive maintenance and coordinating work orders with internal teams and vendors
• Vendor Management – Ability to manage contractor performance and ensure compliance with SLAs and contractual obligations.
• Fleet Management – Skilled in scheduling, tracking, and reporting on vehicle allocation, maintenance, and compliance.
• Events coordination- Skilled in organising meeting setups, catering arrangements, and AV equipment for internal meetings. 

Competencies

• Administrative Accuracy – Maintains precise documentation, certificates, and compliance records for all soft services and fleet operations.
• Customer Service Orientation – Maintains a helpful and courteous approach when assisting staff and visitors.
• Data Analysis & Reporting – Extracts and summarizes operational data to provide actionable insights for management.
• Health & Safety Knowledge – Understands legislative requirements and ensures compliance across all soft services and fleet operations.
• Problem-Solving – Quickly identifies service issues and implements effective corrective actions to maintain operational standards.
• Attention to Detail – Ensures accuracy in inspections, compliance documentation, and service quality checks.
• Adaptability – Responds effectively to changing priorities and unexpected challenges in service delivery.
• Collaboration – Works seamlessly with internal teams, external vendors, and management to achieve operational goals.
• Time Management – Prioritizes tasks and allocates time effectively to meet deadlines and service level agreements.