Facilities Coordinator

ADvTECH; Gauteng; On-site; ZAR 400 000 - 600 000; Full time

Job summary

A leading educational institution in Gauteng is looking for a Facilities Manager to oversee maintenance, repairs, and vendor management on campus. The role requires strong facilities management skills, experience in stakeholder engagement, and compliance with health and safety standards. A post matric qualification in built-environment is preferred along with at least 3 years of relevant experience. The position is on-site and involves ensuring the highest standards for facilities while managing operational costs effectively.

Qualifications

• Matric required.
• Post matric qualification preferably in architecture, engineering or facilities management.
• 3+ years experience in facilities or project management.

Responsibilities

• Manage facilities, maintenance, and repairs on campus.
• Oversee vendor performance and ensure compliance with SLAs.
• Conduct health and safety inspections.

Skills

Facilities management

Stakeholder engagement

Preventive maintenance

Health and safety compliance

Vendor coordination

Education

Post matric qualification in built-environment

Job description

Overall Purpose

The role is responsible for managing and overseeing all facilities, maintenance, repairs, and outsourced services at the campus to ensure buildings, grounds, equipment, and services are maintained to required standards. It supports the Campus Head by controlling costs, managing vendors, coordinating preventative and ad‑hoc maintenance, monitoring utilities consumption, and ensuring compliance with Environment, Health & Safety requirements.

Responsibilities

• Facilities Management & Stakeholder Engagement:
  • Set facility specific KPAs/Outputs in consultation with Brand Facility Manager and Campus Head/Principal.
  • Plan for and obtain the resources necessary to enable implementation of the KPAs/Outputs.
  • Oversee the implementation of plans for the facilities within their area of responsibility.
  • Lead the Facilities support staff towards achieving the plans.
  • Monitor the condition of facilities/premises on an ongoing basis ensure they are always neat and tidy, initiating corrective action when necessary.
  • Arrange weekly meetings with Campus Head to report on facility‑specific performance and provide and receive feedback on relevant operations and tactical matters. Apply the agreed templates to measure and report on progress.
  • Liaise with campus head and sports coordinators to ensure that the setting up for events is done within required timelines and to agreed.
  • Proactively identify performance shortcomings or risks, report these timeously and institute corrective measures.
  • Monitors water consumption daily using the monitoring platform, Identify leaks, report to service providers or repair same.
  • Monitor electrical consumption using the electrical monitoring Ensure all non-essential lights and other electrical equipment are turned off at night. Implement manual shutdown procedures.
  • Review current operating practices and processes within the respective facilities and ensure alignment with the relevant Brand standards. Keep Facility / Site Management informed about all operations affecting site facilities.
  • Manage relationships with the relevant stakeholders on site ensuring that their needs are responded to and met, timeously and they are kept informed about facilities and developments.
  • Make recommendations to continuously improve the operation and efficiency of facilities on site.
• Site/Building Maintenance:
  • Provide input with the preventive maintenance plans for the facility, in accordance with Group standards and maintenance lifecycle plans.
  • Oversee the planning and implementation of preventative maintenance, whether insourced or outsourced.
  • Initiate and manage repairs to fixtures and fittings, plumbing, electrical, painting, glass panes, roof tiles / sheeting, guttering, waterproofing, paving and driveways, gates and fences, proactively and when required. Call on specialists, as necessary.
  • Mitigate any health & safety
  • Coordinate the planning, scheduling, resourcing and implementation of maintenance.
  • Ensure that ADvTECh support staff have the required supervision, training certification and health and safety understanding to perform the tasks assigned to them.
  • Co‑ordinate and record the maintenance and servicing of all mechanical and electrical equipment in line with the manufacturers specification and submit reports as and when required.
  • Ensure that all furniture is clean and in good state of repair and equipment is adequately maintained.
  • Ensure that classrooms, offices, walkways, ablution blocks are cleaned daily as per the SLA, liaising with outsourced cleaning staff as
  • Conduct weekly inspections of the facilities, identifying maintenance issues and arranging for repairs and/or replacements.
  • Inspect ablution blocks daily to ensure that they are clean & hygienic and there are adequate supplies of consumables. Check that equipment is in working order, taps are working, toilets functioning and that there are no leaks.
  • Ensure the maintenance and roadworthiness of vehicles, co‑ordinate outings and logs all trips.
  • Manage all storerooms in an orderly
• Vendor Co‑ordination & SLAs:
  • Co‑ordinate the service delivery of both outsourced and contracted
  • Provide input to the specifications for national/regional service specifications when services need to be outsourced.
  • Facilitate and support the procurement and contracting of new providers and transitioning/exit of existing providers.
  • Be familiar with the procurement processes including the uploading of new vendors.
  • Ensure periodic security risk assessments are undertaken by security service providers and SOP amended to ensure all security risks are
  • Service Level Agreements:
    • Ensure thorough understanding of all SLAs and their deliveries with vendors (Security, cleaning, hygiene, landscaping, canteen etc.).
    • Monitor and measure vendor/ service provider performance against Service Level Agreements and intervene to ensure achievement of SLAs.
    • Understand each service provider’s billing structure and verify the agreed cost against the monthly billing.
    • Track and report on recurring, historic, current and projected costs relative to SLA and budget.
    • Attend monthly on‑site meetings with service providers to rate service delivered against SLA viz resourcing; service standards; compliance with schedules & quality; open service requests and status of completion.
    • Log out‑of‑scope requests on the vendor/service provider’s service desk and follow up as necessary.
    • Advise vendors of future planned events requiring extraordinary services as well as organisational changes which could affect service delivery viz. new operating procedures, health & safety etc.
  • Arrange monthly meetings with Campus Head, BFM and area managers of all contracted service providers.
  • Monitor cleaning and hygiene consumable stock levels and monthly deliveries. Place orders when quantities reach minimum levels. Verify stock deliveries against orders
  • Sign for all delivered consumables.
• Financial Planning & Monitoring:
  • Provide input and insight into the annual budgeting and financial planning process for the facilities.
  • Identify and report aspects that were under‑maintained or not adequately addressed because of budget limitations in current
  • Identify and report new requirements such as additional facilities/assets and assets out of warranty.
  • Provide input for the rolling five‑year maintenance refurbishment and replacement budgets.
  • Draft annual preventative maintenance budget in line with preventative maintenance plan.
  • Monitor spending and report on performance against
  • Identify areas for possible cost saving with respect to Facilities management and make recommendations to Campus and Brand
  • Make projections regarding future costs versus
  • Advice on corrective measures where projections exceed budgets including savings on utilities.
• Site Environment, Health & Safety Co‑Ordination:
  • Maintain the campus health and safety files by the ADvTECH Health and Safety Policy and Procedure.
  • Perform routine health and safety inspections, records and reports on findings, and initiate action to rectify non‑compliant or unsafe
  • Ensure reports and documents, for the site, are uploaded onto the EHS system, timeously.
  • Attend and participate in Health and Safety
  • Respond, in accordance with procedures during emergencies/ crises and ensure responsible back‑up is available to take corrective action as necessary. Co‑ordinate and participate in routine fire, evacuation and other drills for the site.
  • Identify areas for improvement and report these to Campus management and the EHS team.
• Staff Supervision:
  • Lead, motivate and supervise the Facilities support staff on site in the achievement of set objectives and deliverables.
  • Ensure adequate and appropriate human resources are in place to deliver the business objectives.
  • Institute monthly reporting sessions for direct reports to track progress and compliance of systems and work done.
  • Provide feedback and coaching direct reports to ensure optimal productivity and foster growth, on an ongoing basis.
  • Prepare and maintain action plans to address poor
  • Ensure that staff attend regular training to enable them to meet the requirements for their role and develop their skills.
  • Manage HR processes with staff including leave planning and
  • Arrange onboarding for new facilities to support

Education

• Matric
• Post matric qualification preferably in built‑environment disciplines of architecture, engineering, project management, quantity surveying, maintenance, or construction management and/or facilities management.

Experience

• 3 Years experience in working in an environment/project management/ facilities management/ property administration/ maintenance management.
• 2 Years’ experience in Staff

Requirements

• Driver’s License
• Own vehicle
• Own mobile device