Facilities Coordinator

Afms Group; Cape Town; On-site; ZAR 420,000 - 660,000; Full time

Job summary

Afms Group seeks a seasoned Facilities Manager to coordinate tasks across hard and soft services, ensuring compliance with SLA and OHSE standards at client sites in the Cape Town region.

The role covers building fabric maintenance, technical services, fire protection, lifts, cleaning, landscaping, waste management and on-site operations. You will lead the on-site team, manage contractors, report performance, and uphold safety and regulatory requirements.

Qualifications

• Grade 12 or equivalent qualification is required.
• Diploma in Built Environment or Associated Services preferred.
• Ability to motivate and manage staff.
• Excellent written and verbal communication skills.
• Minimum 5 years’ experience in Facilities Management.
• Computer literacy in MS Office and reporting tools.
• Knowledge of safety, fire and emergency procedures.
• Knowledge of Occupational Health and Safety Act and relevant legislation.
• Knowledge of SLA’s and lease agreements.
• Knowledge of building systems (electrical, plumbing, HVAC).

Responsibilities

• Coordinate hard services, soft services, and business support to meet SLA and OHSE deliverables.
• Oversee building fabric maintenance and technical services.
• Manage fire prevention, lifts, parkings, plumbing, waste, cleaning, landscaping, and food aid services.
• Provide helpdesk, reception, and switchboard support.
• Prepare and review management reports and quality inspections.
• Ensure all work adheres to work orders and quality standards.
• Escalate faults to the Key Accounts Manager and client.
• Ensure contractor adherence to SLA and timelines.
• Manage invoices and procurement for services.
• Maintain good client relationships and report status to management.

Skills

Staff management

Communication

Leadership

Time management

Budgeting

Contract administration

Health and safety awareness

Facilities coordination

Education

Diploma in Built Environment or Associated Services

Grade 12

Tools

MS Office

Job description

Co-ordination of all tasks (hard services, soft services, business support) and actions regarding general facility upkeep to ensure facility compliance to SLA and OHSE deliverables.

Key Accountabilities / Principal Responsibilities

Primary Duties

• Building Fabric and handyman maintenance
• Technical Services
• Fire Prevention & Protection
• Lifts Services
• Parking
• Plumbing
• Waste Management
• Cleaning, Hygiene & Pest Control
• Landscaping & Indoor Plants
• Food aid services
• Helpdesk, reception and switchboard services
• CAFMS (manage and draw reports)

Quality Control

• Identify Scope of Work & Quality requirements according to maintenance request.
• Conduct Quality Control Inspections on a daily basis an ensure records are kept thereof
• Completion and reviewing of quality reports on a weekly/monthly basis
• Ensure all work is completed as per work order and to quality standards.
• Ensure daily reporting and escalation of faults to Key Accounts Manager and client.
• Ensure emergency maintenance is reported to the Key Accounts Manager and client.
• Development of inspection plans relative to all services around building fabric maintenance as stipulated above.
• Ensure regular feedback to end user/staff regarding status of service level agreement and completion.
• Institute all approved process and procedures, adapt and make site specific as required
• Implement revised process and procedures as and when required
• Ensure all on site (Client) policies, procedure, rules and regulations and adhered to at all times

Manage Contractors

• Familiarize with all terms and conditions and performance standards as per SLA per service
• Ensure contractors adhere to SLA at all times, and report any non-compliance as part of performance management
• Communicate additional service requirements to Key Accounts Manager to incorporate into SLA
• Ensure effective and efficient service delivery
• Ensure all planned maintenance activities are adhered to and that the service report issued is issued to Key Accounts Manager
• Ensure proactive approach to the precinct by logging proactive calls on a daily basis
• Follow up on outstanding Helpdesk Work Orders and Requests and ensure the work is completed and that the ETA is communicated to Key Accounts Manager, client and helpdesk

Client Liaison

• Provide regular task feedback to client
• Complete all / any client requests and ensure client satisfaction
• Provide feedback to Management

Invoicing Control

• Co-ordinate and manage all invoices for all work completed by the relevant service provider
• Ensure quotations are received and processed for approval with line manager
• Familiarize with the approved invoicing procedures and abide by them
• Assist in timeous submission of invoicing by Contractors and that all details are received (work order number, PO number, vat registration number, etc)

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.

General Operations and HR

• Ensure all operational outputs are noted
• Timesheet management
• Assist in Managing on-site operational expenditure
• Communicate all operational activities to all respective staff
• Make recommendations on any operational issues that need to be altered to fit individual site.

It should be noted that for operational reasons, it may be necessary for to perform tasks other than those described herein from time to time.

Prescribed procedures may be amended by management as and when required

Key Skills and Experience

• Grade 12
• Preferable: Diploma in Built Environment or Associated Services
• Ability to motivate and manage staff
• Excellent written and verbal communication skills
• 5 years’ experience in Facilities Management
• Computer Literate in MSOffice
• Experience of contract administration
• Knowledge of pre-planned maintenance services advantageous
• Knowledge of safety, fire and emergency procedures
• Knowledge of Occupational Health and Safety Act and relevant legislation
• Knowledge of SLA’s and lease agreements
• Knowledge of basic technology in building (electrical, plumbing and construction)
• Knowledge of mechanical and air-conditioning systems
• Valid driver’s license

People and Management Skill

• Good people relationship skills
• Good interpersonal skills
• Customer focused
• Good and proven leadership skills
• Able to work under pressure and meet deadlines
• Ability to handle and control difficult situations
• Ability to create and maintain budgets
• Able to keep Contractors in line with agreed Service Level Agreements (SLA’s)
• Ability to communicate on high level
• Self-motivated
• Integrity
• Computer literacy skills
• Time management skills
• Practical building maintenance skills

Key result areas

• Understand role of reporting to the business and client
• Understand interworking with various teams to ensure client financial compliances
• Understanding that feedback and communication is critical to success

Additional Responsibilities and Skills

The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels.

All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act.

We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic.

Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated.

For information on AFMS Group, including more information on our company culture, visit our website at www.afmsgroup.co.za.

Please note, relocation costs will not apply.

We are currently running advertisements for pipeline building purposes and are creating a pool of candidates for future vacancies.