Facilites Co-ordinator

PURPOSE OF ROLEThe 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 AREASTenant Management & Occupancy SupportCompile and analyse monthly tenant requests and maintenance job reportsAddress tenant concerns and coordinate comprehensive maintenance needsMaintain accurate tenant occupancy and maintenance recordsIdentify tenant risks and facilitate appropriate referralsDeliver timely resolution of tenant issues and maintain strong tenant relationshipsHard Services Management & Maintenance CoordinationManage facilities tickets, job cards, and service callouts in collaboration with helpdesk and Maintenance TechnicianMaintain detailed logs of faults, actions, and response times for all maintenance activitiesAssist in planning renovation and maintenance projects ensuring regulatory complianceUpdate and maintain asset registers for HVAC, plumbing, electrical, generators, and other building systemsSchedule and supervise external service providers ensuring compliance with building codes and safety standardsProvide weekly maintenance progress reports and updates to Senior Facilities ManagerSoft Services Management & Event CoordinationCollaborate with helpdesk to manage soft service tickets and office technical supportAssist in planning and organizing company events, meetings, and conferencesProvide comprehensive administrative support to the Facilities ManagerEnsure minimal disruption from soft service or technical issuesVendor Management & Procurement SupportSource competitive quotes for facility projects and negotiate contracts and service agreementsMonitor vendor performance and resolve issues promptlyMaintain approved vendor and contractor databaseEnsure cost-effective contracts that meet quality standardsTeam Leadership & DevelopmentSupervise and motivate 1-3 team members, including Facilities Support AssistantSet clear goals, conduct regular team meetings, and provide constructive feedbackSupport performance improvement and development initiativesFoster positive team engagement and communicationFinancial Administration & Budget ManagementCreate and manage job cards related to maintenance projectsRaise purchase orders on IFS system and process invoices and paymentsCompare quotations and maintain comprehensive financial documentationAssist Senior Facilities Manager with budget expenditure, forecasting, and cost-saving initiativesSupport month-end and year-end financial closing tasksQUALIFICATIONHigher Certificate or Diploma in Facilities Management, Property Management, or related fieldRelevant technical or administrative certificationsAlternativeEquivalent combination of education and experience in facilities management or related fieldExperienceMinimum 5 years' experience in Facilities Management or Coordination rolesAt least 2 years' experience in Office and Financial AdministrationMinimum 2 years' supervisory or team leadership experienceDemonstrated proficiency in MS Office Suite (advanced Excel preferred)Experience with report writing and maintenance administration systemsAdvantageousExperience with IFS system or similar ERP platformsBackground in property management or building maintenanceExperience managing multiple site locationsKnowledge of Cape Town commercial property marketCOMPETENCIESKnowledgeComprehensive understanding of building systems, maintenance procedures, and safety regulationsStrong knowledge of building regulations, SLAs, COCs, and compliance requirementsProven expertise in facilities coordination or management, preferably in senior rolesSolid foundation in financial administration including job cards, quotations, and invoice processingUnderstanding of procurement processes and vendor managementWorking knowledge of building maintenance technical aspectsFamiliarity with sustainability practices and initiatives (advantageous)BehaviourHighly methodical and detail-oriented approach to all tasksProactive and self-motivated with strong initiativeExcellent interpersonal and customer service orientationCollaborative team player with strong leadership capabilitiesSafety-conscious and compliance-focused mindsetHigh integrity and professional ethicsAssertive communication style when requiredAbility to work effectively under pressure and manage competing prioritiesSkillsAdvanced technical knowledge of building systems and maintenance proceduresStrong administrative and financial management capabilitiesExcellent communication, negotiation, and problem-solving abilitiesSuperior organizational and multitasking skills with effective workload prioritizationDemonstrated leadership and team management competenciesProficiency in Microsoft Office Suite and relevant software systems (IFS preferred)Strong coordination abilities across multiple stakeholders and locationsExceptional attention to detail and quality controlEffective time management and deadline adherenceShould you not hear from us within 21 days of the closing of the advert, kindly regard your application to have been unsuccessful.