Facilities Coordinator at Central Energy Fund (CEF)

Description

The primary role of the facilities coordinator is to arrange and manage departmental activities, thereby ensuring the seamless functioning of the physical facilities. Additionally, they are tasked with overseeing document management for the organization.

REQUIRED MINIMUM QUALIFICATIONS AND EXPERIENCE

• 5 years’ experience of which 3 years’ experience performing similar functions.
• Matric and National Diploma (NQF Level 6) in Business Administration 
• BTech Degree/Bachelor’s Degree (NQF Level 7) in related field as an added advantage.

DESIRED ADDITIONAL SKILLS/ COMPETENCIES

• Time management.
• Work under pressure.
• Attention to detail.
• Understanding of purchasing processes.
• Understanding of maintenance planning.
• Understanding of maintenance practices for building systems and maintenance (HVAC, plumbing, electrical, etc).
• Understanding of waste management.
• Sound understanding of document management.

KEY PERFORMANCE INDICATORS

 Maintenance coordination

• Receive and assess repair request and schedule for the repaid to be conducted.
• Coordinate the repair and maintenance schedule and ensure that relevant consumables are procured for items to be maintained.
• Conduct ad hoc inspection of facilities and identify items that need to be repaired or serviced and schedule accordingly.
• Capture monthly report on maintenance activities and submit to Group Facilities Manager.

 Document Management

• Receive, sort, record and distribute all incoming and outgoing mail in line with internal procedures.
• Receive, sort, record and distribute all incoming documents.
• Responsible for the sorting, indexing, boxing and labelling of documentation for off-site archiving.
• Arrange for the movement of relevant documents to off-site facility.
• Identify records that need to be destroyed based on reaching the end of its usefulness (based on policy) and organise for the documents to be destroyed.
• Responsible for compiling board and committee packs.

Delivery and collection coordination

• Receive request for delivery or collection of documents or people and arrange accordingly.
• Liaise with outsourced shuttle service provider or courier in cases where internal delivery team is unable to assist.

General Facilities

• Communicate cleaning schedule and monitor the effective execution thereof.
• Conduct facility inspections by checking the cleanliness of bathrooms, common areas and meeting rooms and check that meeting rooms consumables are stocked and there is enough boiled water in the flasks.

Fleet Management

• Monitor fleet service plans and schedule service according to intervals.
• Responsible for ensuring fleet’s licensing is up to date by monitoring licence disc expiry and conducting its renewal.
• Ensure compliance to internal procedures.

Facility Management

• Coordinate and the building functional requirements.
• Responsible for ensuring office spaces are setup properly.

Closing Date:  07 June 2024