Facilites Co-ordinator

PURPOSE OF ROLE

The Facilities Coordinator plays a pivotal support role within our Facilities Department, responsible for the efficient administration and coordination of building maintenance activities with a primary focus on hard services. This position ensures compliance with relevant building regulations, safety standards, service level agreements (SLAs), and certificates of compliance (COCs), while supporting smooth day-to-day operations across multiple locations.

Based at our Head Office in Cape Town, you will provide comprehensive facilities management support with regular travel to company sites including Koeberg, ATKSS, and other operational or project offices within the Cape Town area. Working closely with the Maintenance Technician and overseeing the Facilities Support Assistant, you will manage and coordinate all aspects of building maintenance, tenant services, and administrative functions.

The role encompasses coordination with landlords on property administrative matters, lease-related services, shared facilities, utilities, and compliance documentation. You will play a crucial role in supporting a safe, functional, and well-maintained working environment that aligns with our business and operational requirements, with occasional after-hours availability required for emergencies or time-sensitive coordination.

KEY PERFORMANCE AREAS

Tenant Management & Occupancy Support

• Compile and analyse monthly tenant requests and maintenance job reports
• Address tenant concerns and coordinate comprehensive maintenance needs
• Maintain accurate tenant occupancy and maintenance records
• Identify tenant risks and facilitate appropriate referrals
• Deliver timely resolution of tenant issues and maintain strong tenant relationships

Hard Services Management & Maintenance Coordination

• Manage facilities tickets, job cards, and service callouts in collaboration with helpdesk and Maintenance Technician
• Maintain detailed logs of faults, actions, and response times for all maintenance activities
• Assist in planning renovation and maintenance projects ensuring regulatory compliance
• Update and maintain asset registers for HVAC, plumbing, electrical, generators, and other building systems
• Schedule and supervise external service providers ensuring compliance with building codes and safety standards
• Provide weekly maintenance progress reports and updates to Senior Facilities Manager

Soft Services Management & Event Coordination

• Collaborate with helpdesk to manage soft service tickets and office technical support
• Assist in planning and organizing company events, meetings, and conferences
• Provide comprehensive administrative support to the Facilities Manager
• Ensure minimal disruption from soft service or technical issues

Vendor Management & Procurement Support

• Source competitive quotes for facility projects and negotiate contracts and service agreements
• Monitor vendor performance and resolve issues promptly
• Maintain approved vendor and contractor database
• Ensure cost-effective contracts that meet quality standards

Team Leadership & Development

• Supervise and motivate 1-3 team members, including Facilities Support Assistant
• Set clear goals, conduct regular team meetings, and provide constructive feedback
• Support performance improvement and development initiatives
• Foster positive team engagement and communication

Financial Administration & Budget Management

• Create and manage job cards related to maintenance projects
• Raise purchase orders on IFS system and process invoices and payments
• Compare quotations and maintain comprehensive financial documentation
• Assist Senior Facilities Manager with budget expenditure, forecasting, and cost-saving initiatives
• Support month-end and year-end financial closing tasks

QUALIFICATION

• Higher Certificate or Diploma in Facilities Management, Property Management, or related field
• Relevant technical or administrative certifications

Alternative:

• Equivalent combination of education and experience in facilities management or related field

EXPERIENCE

• Minimum 5 years' experience in Facilities Management or Coordination roles
• At least 2 years' experience in Office and Financial Administration
• Minimum 2 years' supervisory or team leadership experience
• Demonstrated proficiency in MS Office Suite (advanced Excel preferred)
• Experience with report writing and maintenance administration systems

Advantageous:

• Experience with IFS system or similar ERP platforms
• Background in property management or building maintenance
• Experience managing multiple site locations
• Knowledge of Cape Town commercial property market

COMPETENCIES

Knowledge:

• Comprehensive understanding of building systems, maintenance procedures, and safety regulations
• Strong knowledge of building regulations, SLAs, COCs, and compliance requirements
• Proven expertise in facilities coordination or management, preferably in senior roles
• Solid foundation in financial administration including job cards, quotations, and invoice processing
• Understanding of procurement processes and vendor management
• Working knowledge of building maintenance technical aspects
• Familiarity with sustainability practices and initiatives (advantageous)

Behaviour

• Highly methodical and detail-oriented approach to all tasks
• Proactive and self-motivated with strong initiative
• Excellent interpersonal and customer service orientation
• Collaborative team player with strong leadership capabilities
• Safety-conscious and compliance-focused mindset
• High integrity and professional ethics
• Assertive communication style when required
• Ability to work effectively under pressure and manage competing priorities

Skills

• Advanced technical knowledge of building systems and maintenance procedures
• Strong administrative and financial management capabilities
• Excellent communication, negotiation, and problem-solving abilities
• Superior organizational and multitasking skills with effective workload prioritization
• Demonstrated leadership and team management competencies
• Proficiency in Microsoft Office Suite and relevant software systems (IFS preferred)
• Strong coordination abilities across multiple stakeholders and locations
• Exceptional attention to detail and quality control
• Effective time management and deadline adherence

Should you not hear from us within 21 days of the closing of the advert, kindly regard your application to have been unsuccessful.