Saturday, 3 December 2022

FACILITIES CO-ORDINATOR

 

Closing Date2022/12/07
Reference NumberTSE221130-2
Job TitleFacilities Co-Ordinator
Business Unit / DivisionTsebo Facilities Solutions
Job Type ClassificationFixed Term Contract
Location - Town / CityJohannesburg
Location - ProvinceGauteng
Location - CountrySouth Africa

Skills and Competencies
Duties & Responsibilities

Operational Delivery:

  • Review visitor and client arrivals for the day
  • Attend to special arrival and meeting room requirements
  • Provide information about amenities, area and venues
  • Ensure that all visitors sign the visitor's register, visitor slip only to be signed by the host.
  • Anticipate client needs and build rapport with clients
  • Offer assistance with certain tasks (e.g. taking messages, catering requirements, etc)
  • Offer assistance with meeting room technical requirements.
  • Ensure compliance with health and quality standards
  • Liaise with Facilities Manager to oversee, monitor and ensure costs are contained within budgets (OPEX and CAPEX).
  • Review and report on monthly variance reports.
  • Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorization levels.
  • Monitor & report all building maintenance work orders on a daily basis
  • Ensure all requests to purchase followed by a quotation.
  • Ensure all suppliers submit invoices timeously with service reports where necessary.
  • On satisfactory completion of job or delivery, request an original invoice and ensure it logged on a spreadsheet.
  • Adhere to cut off dates stipulated by TFS and the client. Liaise with BCX finance team on payments to suppliers
    • Liaise with TFS Managers to ensure all contract documentation is maintained and updated
    • Ensure leave forms are captured on the system
    • Ensure ongoing implementation of TFS’s quality management system known as IMS for all policies and procedures related to Quality, Environment and Health & Safety
    • Supplier management and payment reconciliations are up to date to avoid suspension of services
    • Communicate terms of trade to suppliers to ensure compliance whenever required
    • Obtain statements from suppliers, do reconciliations before it is forward to TFS HQ finance
    • Oversee day to day running of all Soft & Technical Services
    • Monitor certain technical equipment such as the generator and UPS system
    • Carry out random walk around with or without suppliers.
    • Carry out formal and informal supplier review with management of supplier.
    • Manage stock and carry out weekly stock takes
  • MS Office Suite
  • Knowledge of equipment, materials and suppliers used in facilities management.
  • Good understanding of the utilisation of the INFO system.
  • Proficiency in English; knowledge of additional languages is a plus
  • A customer-oriented and professional attitude
  • Outstanding communication skills
  • Excellent organizational and time-management skills
  • Hospitality and customer centric focus.
  • Bilingual
  • Knowledge and understanding of SLA
  • High degree of computer literacy (MS Word, Power Point, Excel)
  • Problem solving and Analytical Skills
  • Excellent report writing skills 
Qualifications
  • Grade 12
  • A building/facility qualification or experience would be an advantage
  • Computer literacy on MS Office and Infor EAM.
  • Valid Driver’s licence
  • Minimum 3 years’ experience in a similar environment

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