Facilities Coordinator

The incumbent is responsible for, but not limited to, coordinating all operations for maintenance, parking and lease/rental arrangements of the assigned facility(s).

Summary:                                                                                               

The incumbent is responsible for, but not limited to, coordinating all operations for maintenance, parking and lease/rental arrangements of the assigned facility(s) to ensure client satisfaction and where possible, reduction in costs through proper planning, cost management and preventative management.

The operations of the facilities under the purview of the Commercial Business Development Department (CBDD) will vary and as such, the Facilities Coordinator will be required to work as rostered by the Manager. It is understood that the incumbent must be available for duty after standard opening hours and on weekends and public holidays as required given the nature of the business of the CBDD.

Key Functions & Responsibilities

• Conducts Facility walk-throughs on a daily basis so as to identify potential safety and / or maintenance hazards to ensure that these are properly highlighted and addressed in a timely manner;
• Provides information / feedback to the Manager and other key internal and external stakeholders on matters of mutual interest;
• Records and communicates all service requests for repairs and maintenance to the Senior Manager, CBDD and conducts follow-up as necessary;
• Logs all service requests for action in a database and provides status updates and feedback to Senior Manager, CBDD and/or other internal/external stakeholders;
• Schedules and assigns work to CBDD Handymen to undertake minor in house maintenance as necessary;
• Works closely with Facilities Assistants in the CBDD as necessary, to ensure that all commercial locations are clean and tidy;
• Ensures that there are adequate stock levels for in house maintenance and janitorial services and a system in place to account for usage;
• Ensures adequate PPE is available for all categories of employees in the CBDD;
• Makes recommendations for the purchase, storage and maintenance of tools and equipment for the CBDD;
• Provides oversight and guidance to CBDD staff as may be required and hosts staff meetings as a means of  improving the client experience at the facility(s);
• Prepares Minutes of staff meetings as required;
• Tracks Time and Attendance of CBDD Operational Staff for the purpose of employee performance evaluation and cost of loss of man hours;
• Makes recommendation(s) to enhance the level of performance of the CBDD’s operational staff;
• Undertakes orientation and the training of new and existing car park staff as required;
• Prepares performance appraisal report(s) for supervisees;
• Reviews the CBDD’s  existing internal operations and makes recommendations for improving overall operational effectiveness and efficiency;
• Assists the Manager in developing and implementing policies and procedures to improve the day to day operations of the CBDD; and
• Prepares and /or presents business reports as required by Senior Manager, CBDD

Performs any other related duties as may be assigned by the Senior Manager, CBDD