Facilities Coordinator

SUMMARY:
We are seeking a Facilities Coordinator for our client, a commercial property management company in Cape Town.

In this role, the Facilities Coordinator will assist the Facilities Manager, Facilities Supervisor, Property Manager, and senior management by overseeing the administration of the Facilities Department.

POSITION INFO:
Qualifications & Requirements:

• Must have a valid driver’s license and own vehicle (essential).
• Experience in property maintenance and familiarity with MDA/MRI systems will be advantageous.
• Strong organizational and communication skills.
• Proficient in Microsoft Office Suite and facilities management software (MDA/MRI).
• Ability to manage multiple tasks and work under pressure.
• Knowledge of health and safety regulations.
• Previous experience in a facilities management or administrative role is preferred.

• Coordinate and facilitate all administrative functions of the Facilities Department.
• Handle incoming calls related to reactive maintenance and record them accordingly.
• Log all reactive repair requests, quotations, and orders into MDA/MRI systems.
• Assist with project coordination and support the team on various initiatives.
• Upload documents and invoices to PT for approval.
• Ensure completion of reactive repairs by closing logged issues on MDA once inspected.
• Work with Facilities Managers and Property Managers to select appropriate contractors for various maintenance tasks.
• Regularly update and manage contractor files and monitor the FM database for reactive maintenance progress.

• Collaborate with the Facilities Supervisor and Property Manager to develop and implement an effective preventative maintenance program.
• Ensure that all preventative maintenance tasks are logged into the MDA system (planned and recurring).
• Maintain and monitor the storeroom and order supplies as necessary.
• Ensure that monthly supplier invoices are accurately tracked and processed, confirming correctness and getting approval from Property Managers.
• Coordinate with suppliers on matters related to ownership changes, payment queries, and contract management.

• Meet with potential service providers and manage supplier relationships, including payment and contract queries.
• Ensure that all supplier details (e.g., FICA, legislative, and banking info) are up-to-date and complete.
• Inspect tenant premises and coordinate building inspections when necessary, ensuring compliance and completing necessary reports.
• Upload all relevant supplier documentation to PT, Share Drive, and MDA systems.

• Oversee the day-to-day activities of the Facilities Supervisor and Handyman, ensuring tasks are efficiently managed.

• Ensure that property budgets are adhered to.
• Verify that invoices are correct and complete, uploading them to PT for approval and ensuring timely payment.
• Ensure all required documentation is obtained and uploaded.

• Receive and execute instructions from the Facilities Supervisor and Property Manager regarding jobs to be completed by the Facilities Management (BFM) contractor.
• Prepare and coordinate BFM vouchers, quotes, and invoices for clients, buildings, or tenants.

• Effectively manage your time and coordinate office activities in alignment with the needs of other departments.

• Collaborate with the Facilities Supervisor and Property Manager to ensure a safe and healthy work environment for all staff.

• Organize and coordinate regular meetings for the Facilities team and relevant stakeholders.
• Provide regular updates on job progress and departmental activities.

• Support other departments as needed, particularly in the area of creditors management.
• Assist with audits, including BEE and other departmental requirements.
• Manage office supplies, including stationery and groceries.
• Handle reception duties and assist with IT-related matters.
• Provide backup support for creditors and other financial tasks.