Facilities Coordinator - SPARK Schools Support - 2024 at SPARK Schools

Purpose of Role:

The purpose of the Facilities Coordinator role is to service SPARK School sites building-related activities and operations. This service includes preserving the good condition of infrastructure, while ensuring that all facilities and surrounding environments are safe, well-functioning, up-to-date, and enable employees and scholars to work productively. In addition, the Facilities Coordinator is also responsible for leading and growing a team of skilled and competent staff, whilst championing the SPARK culture and brand in all stakeholder interactions. The Facilities Coordinator serves as the central point of contact for the management and administration of service delivery to schools. This role works closely with the Health & Safety Officers, Project Managers and school leaders. 

This is a position for a person who has a mature, realistic, understanding of their capabilities and who has the confidence in their ability to deliver against demanding expectations.

Reports To: Operations Manager

Responsibilities:

• Inspect school buildings and determine the need for renovations / repairs. 
• Ensure building and workspaces comply with Occupational Health & Safety Act.
• Ensure that workspaces accommodate employee needs according to SANS standards. 
• Ensure maintenance of buildings by requesting repairs or contracting maintenance services as needed in a cost-effective manner.
• Ensure vehicle(s) is serviced and maintained as required. 
• Liaise with internal team members and landscaping suppliers to ensure that buildings, facilities and surrounding areas are neat, tidy and maintained to the agreed upon standard.  
• Conduct reactive, proactive, and preventative maintenance to sites and equipment. 
• Liaise with school leadership teams should any work requiring closures or adjustment to schedules need to take place. 
• When required, put in place contingency plans for any work requiring a change in schedule / routine.
• Come up with innovative solutions and/or ideas for facilities improvement and beautification.  
• Create and maintain an asset register for portfolio.
• Ensure maintenance of small portable equipment is done to appropriate standards.
• Conduct vehicle checks on a regular basis, and flag any identified problems, services due, etc, in a timely manner.
• Be the first respondent to any building-related emergencies. 
• Investigate utilities consumption reported by Property Manager/Operations Manager and strive to minimize costs. 
• Draft and submit monthly maintenance reports. 
• Set up and improve processes which facilitate everyday operations.
• Manage SPARK’s service desk system for the facilities portfolio. 
• Administer and allocate tickets, tasks and requests to the appropriate personnel
• Ensure all logged tickets are resolved and attended to within agreed SLAs. 
• Update tickets timeously and follow up on any outstanding tickets to understand any issues or delays that may be experienced. 
• Manage external service providers and contractors, including their adherence to agreed SLAs. 
• Ensure that all outsourced services are administered according to the service level agreements and service catalogue.
• Maintain ongoing communication with contractors, clients, and team. This includes conducting supplier meetings termly, or according to the needs and relationship with the supplier. 
• Regularly communicate and liaise with each site’s School Operations Manager (SOM) to keep abreast of the facilities portfolio and day-to-day operations. 
• Create and maintain excellent relations with all stakeholders including Municipal Officials and other officials from regulatory authorities. 
• Build and nurture existing and new client relationships to ensure ongoing satisfaction and effectiveness (incl. landlords and schools)..
• Ensure that an appropriate number of quotations (approx. 2 - 3) are obtained prior to approving costing/quotations. Work to negotiate the best possible costing. 
• Review quotations carefully to ensure the correct costings are received on all quotations. 
• Payment management: Ensure monthly supplier invoices and credit card costs are uploaded on time. 

Requirements

Qualifications and Criteria:

The ideal candidate will possess the following qualifications and criteria:

• Relevant Facilities/building environment qualification.
• N3 - N6 in Engineering would be advantageous
• SAFMA Registered Professional Preferred.

Experience:

• 2 - 3 years facilities/operations management experience with a portfolio of commercial property assets
• Project management experience ( multiple simultaneous projects ) with knowledge of built environment, design, construction (preferred)
• Systems management and administration experience
• Strong knowledge of building infrastructure and maintenance
• Knowledge of building compliance (SANS) as well as Occupational Health & Safety legislation
• Knowledge of electrical systems will be beneficial 

Competencies:

• Examining information
• Developing expertise
• Providing insights
• Adopting practical approach
• Managing tasks
• Producing output
• Meeting timeframes
• Following procedures
• Upholding standards
• Taking action
• Checking details
• Making decisions
• Interacting with people
• Directing and empowering people
• Showing composure
• Inviting feedback
• Team working

Qualities: 

• Strong leadership, organization, communication and relationship management skills.
• Attention to detail approach. 
• Must have the ability to maintain existing client relationships and build new client relationships.
• Willing to work after hours if and when required.
• Ability to work under pressure, multitask and prioritise.
• An organised and methodical approach.
• The ability to work on strict deadlines and targets.
• Good negotiation skills.
• The ability to explain financial matters firmly and clearly.
• Basic accounting knowledge - figure orientated.
• Administrative and computer skills.
• Excellent work standard and ethics.
• Ability to participate as a team member and achieve agreed objectives.
• Self-motivated with a strong drive to deliver.
• Able to problem solve.
• Ability to handle difficult situations with tact, grace and style.
• Must be results-oriented and able to work both independently and within a team environment.
• Displays grit, high level of excellence, is mission & vision aligned and displays a high level of self-reflection (GEMS).