FACILITIES COORDINATOR OPERATIONS UNIT: PROPERTY DEVELOPMENT, ESTATE AND MAINTENANCE

Coega Development Corporation; Gqeberha; In loco; ZAR 350.000 - 520.000; Tempo pieno

Descrizione del lavoro

The Coega Development Corporation in South Africa seeks a Facilities Coordinator within the Operations Unit: Property Development, Estate and Maintenance. You will support the Facilities Manager, coordinate soft services, manage documentation, and ensure smooth facility operations for internal clients.

You will engage with service providers, maintain CMMS data, and ensure compliance with safety standards while delivering reliable facilities services.

Competenze

• National Diploma (NQF 6) in a Built Environment field (e.g. Facilities Management, Construction Management, Civil Engineering) or related.
• 2 years of experience in the facilities management industry.
• Knowledge of maintenance management software.
• Experience coordinating service providers and contracts.

Mansioni

• Works with Facilities Manager to implement facilities-related projects and coordinate soft and technical services.
• Coordinates the security access-control database with the security provider.
• Maintains and organises facility records, filings, and certificates.
• Manages CMMS data, receives work requests, and assigns work orders.
• Prepares monthly reports on service provider performance and facilities activities.

Conoscenze

Interpersonal skills

Organizational skills

Project coordination

Communication (verbal & written)

Customer service

Formazione

National Diploma (NQF 6) in Built Environment

Bachelor's Degree (NQF 7) in Built Environment

Strumenti

MS Office

CMMS (CDC Asset Care System)

Descrizione del lavoro

FACILITIES COORDINATOR OPERATIONS UNIT: PROPERTY DEVELOPMENT, ESTATE AND MAINTENANCE

ACCOUNTABILITY

To work closely with and support the Facilities Manager in the effective implementation of all facilities-related activities. This role acts as the first point of contact for facilities-related support, ensures effective administrative support to the Facilities team, and communicates and coordinates information to end-users and clients.

MANDATE

KEY PERFORMANCE AREAS

Facilities Maintenance and Management

• Manages the soft services (cleaning, pest control, landscaping etc) for the allocated facilities.
• Assists the Facilities Manager in coordinating all aspects of facilities-related project implementation, including soft services and technical services when needed.
• Coordinates the security access-control database in conjunction with the security service provider.
• Coordinates all facilities activities, work direction and support systems.
• Conducts soft services inspections to ensure compliance by all service providers.
• Sets up, maintains and organises dedicated facilities key files / information including filing i.e. service records, inspections, certificates, invoices, proof of payment, contracts, etc. Assists facilities staff in locating parts, supplies and materials when required.
• Updates the call centre and computerised maintenance management system (CMMS – CDC Asset Care System) to ensure the closure of daily and monthly services.
• Manages the CDC Asset Care System (CMMS) including receiving work requests, assigning work orders, entering system data and providing the overall system administration.
• Assists in managing all outside contractors in support of the Property Development and Maintenance Unit, including maintaining records and contracts, coordinating project activities and providing scheduling support.
• Ensures that the designated facility is well maintained and that superior housekeeping is always observed and provided.
• Manages controls movable assets.
• Maintains groceries, refreshments and stock levels.
• Conducts pre-scheduled facilities inspections on both technical and non-technical services

Stakeholder Engagements

• Engages with tenants daily to ensure the functionality and availability of facilities services.
• Manages service providers’ contracts for all soft services and summary of procurement (SOP’s) to ensure that these are updated.
• Represents the Property Development and Maintenance Units in inter-unit meetings to support and facilitate communication and action between different business units.
• Responds effectively and efficiently to end-users’ and clients’ queries

Invoicing

• Processes invoices timeously for all service providers.
• Ensures that contractors, supporting the PDM unit, are paid on time and that a systemic approach in the reconciliation of accounts receivable is maintained and managed

Administration and Reporting

• Prepares and maintains RFP’s, bid information and other contracts documents.
• Provides administrative support to the facilities team.
• Prepares monthly reports to the Facilities Manager and Unit Head regarding the performance of soft service providers.
• Prepares service provider performance reports.
• Maintains a register of all movable assets in the allocated facilities.
• Ensures that stock pertaining to providing service to CDC clients are received in good order and timeously and manages the record keeping and reporting thereof.
• Implements cost-saving to reduce the costs of service provisions and office operations.
• Prepares and produces operational reports monthly and on an ad hoc basis

DESCRIPTION

COMPETENCIES AND REQUIREMENTS

Educational Qualifications

Essential

• National Diploma (NQF 6) in a Built Environment field (e.g.Facilities Management, Construction Management, Civil Engineering) any related or equivalent.

Preferred

• Bachelor's Degree (NQF 7) in a Built Environment field (e.g.
• Facilities Management, Construction Management, Civil Engineering) any related or equivalent.

Experience

Essential

• 2 years of experience in the facilities management industry.

Preferred

• Facilities management in a corporate institution or high-profile facility.
• Extensive use of computerized maintenance management systems.
• Demonstrated ability to work and communicate professionally, verbally, and in written form with internal and external customers.
• Demonstrated customer service excellence.
• Knowledge of building management and facility and maintenance operations
• Knowledge of maintenance management software.

Competencies

Essential

• Knowledge of facilities management operations.
• Strong interpersonal skills.
• Good organizational skills and ability to manage multiple projects simultaneously.
• Ability to expedite matters timeously.
• Ability to perform and provide requisite coordination of information, activities or tasks on technically complex projects using independent judgment and personal initiative.
• Ability to build strong internal and external relationships using effective verbal and written communication skills.
• Ability to recognize and act on opportunities and adjust direction when warranted.
• Intermediate proficiency in MS Office.
• Ability to work in a team environment.

Preferred

• None

Licences, Registrations & Certifications

Essential

• Valid Code B or EC driver's license.

Preferred

• None

PERFORMANCE MANAGEMENT

Performance is monitored regularly at both an individual and a team level, in accordance with the CDC’s performance management system and control measures relevant to the position.

COMPLIANCE AND ETHICS

• Uphold the CDC’s Code of Conduct and Ethics Policy, demonstrating ethical behaviour and contributing to good corporate governance.
• Actively participate in and adhere to the CDC’s Quality, Safety, Health, Environmental, Information Security and IT Service Management System (SHEMS) policies and procedures. This includes a responsibility for identifying and reporting potential risks and incidents related to safety, security, and quality, and for contributing to the ongoing improvement of the CDC's SHEMS.
• Be familiar with and adhere to the CDC emergency preparedness plans.
• Maintain confidentiality regarding CDC trade secrets and Information Security policies.
• Obtain prior written permission for any business or pursuit outside of the CDC that may conflict with the CDC’s interests, including immediate family members working for a direct competitor, adhering to the CDC’s Conflict of Interest Policy.

This job description outlines the primary responsibilities and key performance areas of the role. It is not intended to be an exhaustive list of all duties and tasks.

Closing Date: 10 November 2026

CDC is an employment equity employer and placement will be in accordancewith our Employment Equity Plan.

The appointment of candidates is subject to the verification of all credentials (employment history, educational, financial, criminal and any other checks as may be necessary). Please note that only shortlisted candidates will be contacted, and if you have not heard from us within one month of submitting your application, please consider it unsuccessful

CDC reserves the right to make an appointment to any advertised position. No late applications will be considered.