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  • Posted: Mar 6, 2024
    Deadline: Not specified
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  • CBRE Excellerate provide an integrated suite of high-quality real estate services across Africa and the Middle East, including facilities management, advisory & transaction services, project & development management, broking, valuations and property management (outside of South Africa) and will allow us to expand the self-delivery of integrated facilities ma...
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    Facilities Coordinator - Talent Pipeline

    PURPOSE OF THE JOB

    • To oversee the delivery of planned and reactive works across a portfolio of Client site within the contractual SLA and KPI requirements.
    • To liaise with the various customer contacts to build strong and effective working relationships
    • To monitor, maintain and update Statutory and Non-Statutory Compliance records and documentation.
    • To manage the financial aspects of the contract.
    • To manage all HSE related maters include audits and training

    MAIN DUTIES AND RESPONSIBILITIES

    • To build a strong and effective working relationship with the relevant Client contacts.
    • To own and control all financial, administrative and commercial aspects of the contract.
    • To participate in internal and client meetings as appropriate.
    • To prepare and issue reports as requested by contract management team. Reports include (but are not limited to) :
      • Weekly WIP review
      • Open Purchase Orders
      • Invoice Pool
      • Financial budget review and monthly accruals
      • CSI management and contractors’ files & contracts
      • Jobs Billed in the Month
      • Monthly Contract Review
      • Monthly client KPI pack (Monthly Report)
      • Keeping Cost plan / financial records up to date
    • To assign PPMs and reactive tasks to the appropriate resources to ensure all tasks are completed within the contractual KPI’s/ SLA’s and track all tasks via the Work Order / CAFM management system (Service Insight).
    • To review and monitor vendor performance to ensure they deliver good quality of service and value for money
    • To build a basic understanding and familiarity with site operations in order to better understand Client’s priorities and needs
    • To carry out all administrative tasks associated with the management of the contract, ensuring auditable trails are maintained. Tasks to include :
    • Raising monthly submission / invoice to customer
      • Maintaining records of all maintenance and extra work activities (quotes, service report sheets, POs etc)
      • Raising of and updating Purchase Orders
      • Supporting the achievement of service delivery KPI’s by actioning Work Orders
      • / Reactive tasks quickly and efficiently
      • Scanning & filing of service report sheets
      • Maintaining holiday records
      • Updating and maintaining personnel records including completed training
      • Processing timesheet data
    • To undertake general office duties relating to the contract including:
    • Correspondence and filing
    • Minutes of meetings
    • Preparation of reports and documentation (as referred to above)
    • Subcontractor administration
    • Oversee and maintain security vetting details for the operational teams & our 3rd party suppliers to ensure all contractual Security & Access requirements are adhered to
    • Ensure all required documentation is obtained from Vendors – ie RAMS, COSHH, Competence, ATWs, Attestation letters / Background checks etc.
    • Monitor and control monthly Statutory & Non-Statutory Maintenance Schedule in line with Service Insight in line with contractual KPI / SLA requirements
    • HSE and Audit:
    • All CBRE/Dell Audits preparation and Corrective action plan
    • Logbook’s update /Creation
    • Maximo
    • My service
    • Harbour
    • HSE training for onsite team.
    • Emergency response plans ,ATW,PTW and RAMS

    PERSON SPECIFICATION

    Education

    • A good basic education is essential, with good levels of Maths and English (or equivalent).

    Training

    • Good PC based skills, with experience in Word/Excel and Outlook –
    • intermediate level.

    Essential

    • HSE diploma and IOSH Certificate.

    Experience

    • 3 years’ experience in a similar role.

    Check how your CV aligns with this job

    Method of Application

    Interested and qualified? Go to CBRE Excellerate on cbreexcellerate.simplify.hr to apply

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