Facilities Coordinator at AFMS Group

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 SLA’s and lease agreements
• Knowledge of basic technology in building (electrical, plumbing and construction)
• Knowledge of mechanical and air-conditioning systems
• Valid driver’s license