Facilities Co-Ordinator / Manager - AA/EE - Cape Town

SUMMARY:
Facilities Co-Ordinator / Manager

POSITION INFO:

Company is seeking a qualified and experienced Facilities Co-ordinator / Manager to join our Facilities Management team. A Facilities Co-ordinator will ensure a safe and well-maintained working environment by managing building operations, co-ordinating repairs, and implementing safety protocols, while also managing budgets and vendor contracts.

To demonstrate success in this role you must be efficient, solution-driven and enjoy a dynamic and fast-paced environment. Turn challenges into opportunities and have a passion for exceptional service whilst maintaining a high degree of operational delivery. The Facilities Co-ordinator / Manager will be responsible for overall oversite, planning, functioning and performance of the on-site department which includes people management, strategic planning and reporting.

Minimum requirements:

• Diploma or equivalent required
• 5 years’ relevant experience in facilities management or a similar field.
• Certification in facility management (CFM) is essential.
• Knowledge of building systems and maintenance practices.
• Demonstrated knowledge of health and safety legislation, regulations and protocols.
• Excellent communication skills (written and verbal).
• Strong leadership and supervisory skills.
• Teamwork, cross organisational collaboration, building and maintain a high-performance team.
• Strong organizational and time management skills.
• In-depth knowledge of Key Performance Management
• Ability to multitask and prioritize tasks.
• Problem-solving skills | Proficient in CMMS systems
• Proficient in the use of the MS office (Excel, PowerPoint, etc.)
• Valid SA Driver’s licence
• Must reside in Cape Town

Salary offer: R450K – R600K per annum

Overall Responsibility:

Single Point of Contact on site responsible for day-to-day operations, ad hoc and emergency situations

Acting on behalf of client in managing relations with third party contractors, landlord and clients within the scope of given authority

Responsible for the delivery and quality of services according to the contract terms and conditions

Managing day-to-day facility operations, ensuring timely resolution of open issues

Identify and develop opportunities for continuous improvement

Acting in accordance with the Company''s Values

Managing planned preventive maintenance program, efficient planning and implementing the maintenance and repairs of building systems and site assets, collect/verify periodical maintenance reports

Manage storage for supplies, catering, consumables, and beverages.

Co-operation with IFM Operations Management and providing necessary support to the IFM program.

Co-operation with The Management Team providing support, knowledge sharing, innovation ideas and other support necessary to ensure global standards for corporate facilities.

Co-ordinating communication and co-operation with local Facility Services Provider, client and other stakeholders

Project Support:

Planning and monitoring facility improvement projects

Support in fit-out and upgrading projects

Support in handover and closeouts of existing sites

Ensure moves and go-live of new sites

Ensure warranty management is in place & followed

Oversee project budgets and manage expenditure

Obtain quotations for project works, ensure contractors align with company rules, regulations legislation, health and safety protocol and permissions to work

Track project financials and progress

Obtain all necessary project completion certificates

Team Management:

Facilities Team Manager responsibility - managing, supervising and training the local team according to work standards and compliance as well as delivery of services

Managing the Reception Desk, hospitality, cleaning team and other facility related services, Overseeing staff in work assignments

Budget Management:

Assisting in developing and managing the budget

Monitoring project budgets and timelines to ensure successful completion, allocating resources effectively

Supplying documents to ensure correct and timely invoicing

Preparing quotations in co-operation with other responsible persons and suppliers

Co-operation with Client:

Support client with projects and ad hoc requests

Co-operate with other teams within the company and support them in their activities on the premises

Manage regular meetings with RE&D team including operational reporting

Liaise with client’s business units and service providers

Vendor and Third-Party Vendor Management:

Manage relationships with external vendors and contractors for maintenance, repair and other services.

Negotiate contracts and agreements to ensure cost-effective and high-quality services including drafting the necessary contracts, co-ordinating their activities, supervising the work and their acceptance

Monitor and inspect work performed by contractors to ensure it meets company standards and manage requests for document authorization from Landlord and Vendors

Safety and Compliance Responsibility:

Support EHS team in compliance and safety regulations on site

Manage security access control visitors form, employees, contractors through reception desk

Report all compliance and governance-related operational issues.

Conduct internal regular safety inspections and audits

Ensure compliance with local regulations related to facility operations

Establish processes and policies according to Apple standards including managing site documents, maintenance of operational documentation, contract documentation, reports and records of planned and executed works as well as invoicing processes, delivery documentation,

Document the scope of services

Site Specific Scope:

Inventory and Equipment Management:

Maintain inventory of both facility and BU equipment and supplies

Ensure the equipment is properly maintained and operational

Implement strategies to optimize the use of facility resources

Overseeing Warehouse Management ensuring all assets are safely protected

Manage rental furniture, and related tasks