Soft Services Coordinator at AFMS Group

Primary Duties

Manage designated site:

• Waste Management
• Cleaning, Hygiene & Pest Control
• Indoor Plants
• Events Management
• Boardroom management (including boardroom bookings)
• Manage staff and sub-contractors
• Manage contractors
• Client liaison
• Invoicing submission and control
• Management Reports
• Manage and co-ordinate general Building 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.

Manage and co-ordinate General Building 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
• Measure validity as a repetitive exercise
• Report back to Head Office
• Forward site-specific process and procedures to Configuration Management
• It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.
• Prescribed procedures may be amended by management as and when required

Qualification Requirements and work-related 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