Facilities Coordinator (Western Cape) at PEP

Description

• We are looking for a highly organized, proactive, and service-oriented Facilities Coordinator to ensure the smooth and efficient running of our facilities at PEP Central Office. This role is key to managing daily office functions through strong administrative support, structured coordination of cleaning and beverage service teams, and effective planning of events and office setups.
• The ideal candidate will possess strong administrative and organizational skills, be confident in managing service teams (including cleaners), and demonstrate a hands-on approach to maintaining a safe, clean, and welcoming environment for all employees and visitors.

KEY RESPONSIBILITIES

Facilities Administration & Coordination

• Coordinate daily operations of facilities services, including cleaning, beverage stations, office furniture setups, and general upkeep
• Maintain accurate records, schedules, and documentation related to facilities and service team activities
• Manage bookings and logistics for internal events, meetings, and staff functions
• Ensure adherence to facilities procedures and policies

Team Supervision & Performance Management

• Lead and supervise a team of service assistants and team leaders (cleaners and beverage staff)
• Conduct regular performance check-ins, provide coaching, and support team development
• Coordinate schedules and shifts to ensure optimal coverage and service delivery
• Ensure staff compliance with health, hygiene, and safety standards

Stock & Resource Management

• Oversee the ordering, control, and distribution of cleaning materials, beverages, and consumables
• Maintain stock levels through regular audits and usage tracking
• Manage supplier relationships to ensure timely delivery and quality service

Budget & Cost Control

• Support budgeting and cost tracking for facilities-related expenses
• Identify cost-saving opportunities without compromising service quality

Health, Safety & Compliance

• Monitor and ensure compliance with occupational health and safety standards
• Coordinate facility inspections and implement corrective actions where needed
• Support emergency readiness procedures (e.g., evacuation plans, first aid resources)

Stakeholder Engagement & Service Excellence

• Act as the key point of contact for internal customers requiring facilities support
• Build and maintain strong working relationships with staff, vendors, and contractors
• Respond to facilities-related queries and requests promptly and professionally

Requirements

• Grade 12 (Matric)
• Minimum of 3 years' experience in a supervisory role, preferably in facilities, cleaning, or catering
• Proven experience managing cleaners or service teams
• Strong administrative and organizational skills
• Computer literacy: Proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar)
• Budget and stock control experience
• Excellent planning, problem-solving, and conflict resolution skills
• Strong interpersonal and communication abilities
• Ability to multitask and remain calm under pressure
• Valid driver’s license