FACILITIES OFFICER

Al Baraka Bank Pty Ltd; KwaZulu-Natal; On-site; ZAR 300 000 - 450 000; Full time

Job summary

A leading company seeks an Operations Coordinator to oversee security, maintenance, and administrative functions across head office and branches. The role involves ensuring compliance with health and safety regulations, managing office supplies, and coordinating vehicle maintenance. The ideal candidate will have strong organizational skills and experience in facility management, contributing to a safe and efficient working environment.

Qualifications

• Experience in managing security operations and compliance with OHS regulations.
• Strong organizational skills for office administration and maintenance tasks.

Responsibilities

• Oversee daily security operations and compliance with OHS regulations.
• Manage office administration, including mail functions and stationery management.
• Coordinate maintenance and cleaning operations across facilities.

Skills

Communication

Organization

Attention to Detail

Job description

• Assist in overseeing daily security operations at head office and branches.
• Liaise with security personnel and branch managers to resolve security issues.
• Monitor guard performance, patrols, and monthly reports.
• Review and process security service invoices and payment requisitions.

Occupational Health & Safety

• Monitor and ensure compliance with OHS regulations through audits, site visits, and regular follow-ups.
• Coordinate and document quarterly OHS meetings, fire drills, and evacuation drills.
• Maintain up-to-date OHS signage and training records across all sites.
• Prepare and submit monthly and quarterly compliance reports to the Facilities Manager and Executive Committee.
• Track and follow up on all outstanding safety issues and audit queries.

Cleaning

• Monitoring daily cleaning operations to ensure service standards are met.
• Managing and controlling stock levels of consumables within budget.
• Coordinating additional cleaning services as needed.
• Maintaining daily staff registers and ensuring appropriate staffing levels.

Maintenance and General Maintenance of the Building

• Assisting in the coordination of building maintenance, including electrical, plumbing, HVAC, structural checks, and pest control.
• Conducting regular inspections of air-conditioning units, generators, UPS systems, and other critical infrastructure.
• Overseeing maintenance of CCTV, alarm systems, and garden services in collaboration with relevant departments and service providers.
• Ensuring compliance with service level agreements for routine cleaning, deep cleans, and external contractor services.

Parking Area Management including Company Pool Vehicles (Update in line with Supervisor)

• Managing parking facilities and ensuring accurate monthly fee collection and reporting.
• Maintaining cleanliness and order in basement and podium parking areas.
• Overseeing company vehicle maintenance, licensing, insurance claims, and servicing.
• Coordinating with Legal on vehicle-related incidents and managing vehicle acquisitions and disposals.
• Reviewing and authorizing auto card reconciliations and payment requisitions for vehicle expenses.

Office Administration

• Assisting with oversight of reception, switchboard, and general office support staff.
• Managing departmental registers, mail handling, and payment requisitions.
• Providing backup support for reception and switchboard when needed.
• Monitoring debit card usage and processing monthly accruals.
• Maintaining and updating the fixed asset register and related systems.
• Coordinating local and international document, equipment, and goods shipments.
• Completing courier forms and maintaining a courier register.
• Tracking deliveries and reconciling courier service accounts.
• Reviewing courier service providers annually with the Facilities Manager.
• Assisting with the replication, collation, and distribution of documents as needed.
• Handling bulk photocopying, binding, and preparing Director’s packs for meetings.
• Filing documents and maintaining photocopier equipment.
• Monitoring and reporting photocopier usage to Finance.

Stationery Management

• Ordering and purchasing office stationery, ensuring proper authorisation.
• Monitoring and reconciling stationery stock levels.
• Overseeing the ordering process via the Waltons system.
• Coordinating printed stationery orders for various departments and branches in collaboration with Marketing.

Travel, Accommodation and Car Hire

• Assisting with the booking of local and international air travel through the travel management company and TravelIT.
• Coordinating car hire and transportation for staff as requested by HR and departments.
• Conducting weekly checks on vehicles for roadworthiness, including oil, tyres, and cleanliness.
• Reconciling vehicle petrol card accounts and vouchers monthly.
• Handling the collection and delivery of documents, as well as transporting staff and management to meetings, branches, and the airport.

Mail Functions

• Sorting and distributing incoming mail, ensuring dual control and accuracy.
• Recording and processing all outgoing mail, including registered, priority, and bulk mail.
• Managing the franking machine, including daily reconciliation and arranging credits.
• Handling hand deliveries, ensuring they are registered and delivered to the correct departments.
• Allocating postage costs to relevant departments and maintaining organized records
• Arranging postage and collection of mail to and from the Post Office.
• Reconciling postage and parking vouchers on a weekly basis.
• Monitoring and following up with local authorities to ensure no traffic violations for company vehicles.

Relief Duties

• Greeting and directing visitors to the appropriate staff, ensuring a professional first impression.
• Handling hand deliveries and courier parcels, ensuring proper registration and notification.
• Maintaining the cleanliness and organization of the reception area and entrance foyer.
• Monitoring the functioning of the reception area television.