Soft Services Coordinator at AFMS Group

Job Description
Co-ordination of all tasks and actions regarding general maintenance of building and garden as required to ensure facilities comply to standard and SLA’s

Key Accountabilities/ Principal Responsibilities
Primary Duties
Manage designated sites:

• Waste Management
• Cleaning, Hygiene & Pest Control
• Landscaping & Indoor Plants
• Manage staff and sub-contractors
• Manage contractors
• Client liaison
• Invoicing submission and control
• Management Reports
• General Operations
• Implement and adhere to Processes and Procedures

Secondary Duties
Manage Designated Sites

• Maintain service levels
• Complete customer focus
• Pro-active inputs
• Provide feedback and communication to Head Office

Manage Staff

• Create and adapt staff work profiles
• Performance measurement
• Delegate responsibilities
• Service assessment on Key Performance Areas
• Implement corrective action where necessary

Manage Contractors

• Ensure a valid Service Level Agreement (SLA) exists
• Know all the SLA terms and conditions
• Adhere to AFM Solutions SLA
• Ensure proper service delivery
• Performance measurement
• If needed, institute non-conformances
• Approve service schedules
• Initiate and approve requests for service
• Follow up on outstanding Helpdesk Work Orders and Requests

Client Liaison

• Provide regular task feedback to client
• Complete all / any client requests and ensure client satisfaction
• Provide feedback to Head Office

Invoicing Control

• Compare invoices to Work Orders
• Approve and process of payment within specified time frame
• Forward to Head Office Accounts Department
• Familiarize with the approved invoicing procedures and abide by them
• Ensure timeous submission of invoicing by Contractors.

Management Reports

• Complete monthly Management Report for Head Office, highlight all operational issues and comment on the status of such issues
• Report on status of projects
• Report on staff
• Highlight concerns
• Make recommendations or submit request for assistance.

General Operations

• Ensure all operational outputs are noted
• Timesheet management
• Manage on-site expenditure
• Communicate all operational aspects to staff
• Ensure that client has been made aware of any operational changes
• Make recommendations on any operational issues that need to be altered to fit individual sites

Implement and adhere to Process and Procedures

• Institute all approved process and procedures
• Adapt and make site specific
• Where needed create additional
• Communicate to staff and ensure all understanding
• Implement revised process and procedures

Key Skills and Experience

• Grade 12
• 2-5 year experience in Facilities management environment
• Computer Literate in MSOffice
• Experience of contract administration
• Experience in writing and presenting reports
• Knowledge of pre-planned maintenance services advantageous

People and Management Skill

• Good people relationship skills
• Good interpersonal skills
• Customer focused
• Good and proven leadership skills
• Able to work under pressure and meet deadlines
• Ability to handle and control difficult situations
• Ability to create and maintain budgets
• Able to keep Contractors in line with agreed Service Level Agreements (SLA’s)
• Ability to communicate on high level
• Self-motivated
• Integrity
• Computer literacy skills

Key result areas

• Understand role of reporting to the business and client
• Understand interworking with various teams to ensure client financial compliances
• Understanding that feedback and communication is critical to success

Additional Responsibilities and Skills

• The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels