National Facilities Management Coordinator at Momentum Metropolitan Holdings Limited

Role Purpose    

• The Facilities Management Coordinator is responsible for the effective coordination, compliance, and continuous improvement of facilities soft services across the organisation.
• The role ensures that vendor contracts, service level agreements (SLAs), budgets, and regulatory requirements are met while delivering exceptional client service and operational excellence.
• The incumbent acts as the central point of coordination between internal stakeholders, external service providers, and clients, advocating for service quality, safety, sustainability, and innovation.
• The role combines service desk coordination, contract and vendor management, facilities project coordination, reporting, and stakeholder engagement, with a strong focus on service excellence, risk management, and value optimisation.

Requirements    

Qualifications

• Relevant  degree or NQF Level 5/6 qualification in Business, Administration, Facilities Management, or a related field.

Experience

8–10 years’ experience in:

• Facilities management, construction, and maintenance
• Corporate office / facilities environments
• Contract management, SLA management, and financial budgeting
• High-stakes or complex project coordination/management
• Facilities-related IT systems
• Risk management
• Vendor and contract management
• 3–5 years’ management or supervisory experience in a facilities environment.
• Proven experience across the full spectrum of soft facilities management services and systems.

Desirable Experience

• Exposure to green technologies, sustainability initiatives, and innovation in facilities management.
• Mechanical and technical exposure relevant to facilities operations and smart building environments

Duties & Responsibilities    

Process & Facilities Operations

• Develop, implement, and continuously improve facilities soft services strategies aligned with business objectives, sustainability goals, and regulatory requirements.
• Coordinate and manage facilities soft services projects, ensuring delivery within agreed scope, timelines, quality standards, and budget.
• Develop business cases for soft services initiatives, including defining requirements, conceptual solutions, and alignment to facilities standards and best practices.
• Oversee vendor and contract management for soft services, including (but not limited to):
• Cleaning, catering, security, landscaping and grounds maintenance
• Workspace and mail/switchboard management
• AV/VC services

Energy, water, and waste management

• Ensure adherence to Service Level Agreements through ongoing monitoring, audits, quality checks, and corrective actions.
• Coordinate service desk operations, improve service desk processes, and monitor turnaround times, efficiency, and client satisfaction.
• Analyse facilities and service desk data (e.g., Jira ticketing system), identify trends and recurring issues, and drive corrective and preventative actions.
• Conduct regular building inspections and service audits, ensuring standards are met and remedial works are completed effectively.
• Coordinate installations, inspections, repairs, and maintenance of facilities equipment where required.
• Respond to and coordinate building emergencies and incidents, ensuring appropriate escalation and resolution.
• Support Health and Safety initiatives and ensure compliance with OHS policies, safe working practices, and contractor requirements.
• Ensure compliance with applicable legislation and standards (e.g., OHS Act, BCEA, LRA, and other relevant regulations).
• Drive innovation and R&D by leveraging technology (e.g., IoT, mobile platforms, smart building solutions) to improve efficiency, safety, comfort, and sustainability.

Client Services & Stakeholder Management

• Deliver exemplary customer service with a service- and sales-minded approach, ensuring strong, lasting relationships with clients and stakeholders.
• Assess client service needs, recommend improvements, and match clients with appropriate services and solutions.
• Manage and coordinate client query and complaint processes, ensuring issues are logged, tracked, resolved, and used to improve service delivery.
• Continuously monitor service performance against SLAs and quality standards and resolve issues promptly.
• Provide authoritative facilities expertise and advice to clients, internal teams, and stakeholders.
• Build and maintain productive relationships with internal stakeholders, service providers, and technical specialists (e.g., engineers).
• Liaise with technical experts to support the conversion of mechanical systems into integrated software and hardware solutions for smart building initiatives.
• Drive service excellence by fostering a culture of responsiveness, empathy, continuous feedback, and fair client treatment.

Vendor, Contract & SLA Management

• Manage vendor relationships to ensure performance, compliance, cost-effectiveness, and service quality.
• Conduct contract management activities, including compliance monitoring, reporting, renewals, and performance reviews.
• Prepare and present SLA reports, contract compliance reports, and OHS compliance reports.
• Ensure corrective actions are implemented where vendors fail to meet contractual or performance obligations.

Financial Management

• Coordinate and control budgets within area of responsibility, including approval and tracking of expenditure.
• Monitor facilities operational costs, office move expenses, project costs, and vendor invoices.
• Conduct project costing, solutions costing, and financial impact assessments.
• Identify cost optimisation opportunities while maintaining service quality and compliance.
• Implement and monitor financial risk management methodologies and controls.
• Support governance, compliance, and audit requirements related to financial and contract management.
• Investigate and report on non-compliance, financial risks, or irregularities in line with organisational policy.

People & Leadership

• Encourage innovation, collaboration, and change agility within the facilities team and broader stakeholder group.
• Create and sustain a positive work climate that enhances engagement, productivity, and service delivery.
• Demonstrate strong leadership behaviours aligned with organisational values.
• Support recruitment, workforce planning, and talent management in line with Employment Equity principles.
• Drive a culture of continuous learning, best practice, and knowledge sharing within the team.
• Identify development needs, support training interventions, and contribute to performance management processes.

Reporting & Governance

• Produce comprehensive, accurate reports covering operational activity, service performance, incidents, risks, projects, and financial metrics, using consistent and standardised reporting formats.
• Provide analytical insights, identifying performance trends, root causes of recurring issues, service gaps, and opportunities for process or supplier improvement.
• Deliver meaningful commentary that explains variances, highlights emerging risks, and recommends actionable interventions to support operational excellence.
• Develop and maintain dashboards and visual reporting tools that simplify complex data and enable quick interpretation (e.g., heat maps, trend analysis, exception indicators).
• Support governance, risk, and compliance frameworks, including monitoring statutory compliance, managing risk registers, tracking audit outcomes, and escalating non-conformances with recommended remediation plans.
• Drive continuous improvement in reporting processes, including automating data extraction where feasible, enhancing template standardisation, and refining dashboards to improve clarity and usefulness.
• Monitor and report on service delivery performance, identifying escalations, contractual deviations, and operational risks, while proposing improvement strategies aligned to business objectives.

Competencies    

• Operational Efficiency – Ability to streamline processes, improve workflows, and enhance service desk performance.
• Project Management – Skilled in planning, executing, and monitoring facilities projects within scope, time, quality, and budget
• Technical Awareness – Ability to coordinate inspections, maintenance, and installations of equipment
• Stakeholder Engagement – Ability to manage and influence internal stakeholders and technical specialists.
• Service Delivery Improvement – Identifying client needs, resolving complaints, and enhancing overall service experience.
• Report Writing & Presentation – Producing clear operational, SLA, financial, and compliance reports.
• Governance & Compliance Orientation – Adhering to organisational controls and audit requirements
• Incident Response & Management – Coordinating emergency responses and follow-ups.

Closing Date    

• 2026/03/03