Facilities Coordinator

Company Overview: We are seeking a highly motivated Facilities Coordinator to join our team and manage the delivery of contracted services within the GSK site. In this role, you will ensure exceptional client service, oversee contract delivery, manage hard and soft services, and act as an ambassador for the CBRE team on-site.

About the Role: As a Facilities Coordinator, you will be responsible for the day-to-day site management activities, client service, financial management, and ensuring compliance with policies and procedures. Your role will require a physical presence at the GSK offices in Johannesburg, with regular visits to Cape Town.

Key Responsibilities:

• Site Management: Oversee daily site functionality, manage administrative and facilities duties related to FM services, including site equipment and operations within CBRE’s scope. Handle additional scope as requested.
• Client Relations: Respond to client inquiries and concerns, ensuring timely and quality service delivery. Follow up to ensure customer satisfaction.
• Point of Contact: Serve as the primary contact between GSK and the building landlord to support services for Flex sites.
• System Management: Manage Building Management Systems, Preventative Planned Maintenance schedules in the CMMS system, and ensure Environmental Health and Safety and Quality Compliance.
• Financial Management: Manage budgets and expenditures in alignment with CBRE and GSK policies. Create Purchase Orders, review invoices, handle GRNs, and manage billing requests.
• Service Delivery: Ensure service requests are actioned within agreed timeframes, meeting Key Performance Indicators and Service Level Agreements.
• Housekeeping: Oversee office cleanliness and housekeeping standards by working closely with cleaning vendors and conducting audits.
• Reporting: Prepare monthly review reports, ad-hoc reports, and support external project managers with facilities projects and fit-outs.
• Relationship Building: Build and maintain relationships with internal and external customers, including building landlords, partners, and vendors.
• Communication: Efficiently communicate risks or events to clients and management. Direct the CBRE team and vendors to ensure an excellent customer experience.
• Health and Safety: Promote best practices in health and safety. Manage and review safety documentation and ensure compliance.
• Team Management: Manage the Facilities team (if applicable), set objectives, and support team growth.
• Administrative Support: Handle various administrative tasks including managing stationery stock, supporting the admin team with deliveries, courier requests, and other local office-specific tasks.
• Additional Duties: Provide support for meeting room management, onboarding/offboarding activities, and event support. Handle TPRM, draft contracts, and maintain records of management inspections.

Requirements:

• Education: Grade 12 or a degree in Business Management or a related field.
• Experience: 2-3 years of relevant experience in facilities administration; experience in Facilities Management is preferred.
• Skills:
  • Proficiency in MS Office (Excel, Word, Outlook)
  • Strong administrative and time management skills
  • Excellent telephone and communication skills
• Attributes:
  • Ability to work well under pressure
  • Attention to detail
  • Strong problem-solving skills
  • Good interpersonal skills

What We Offer:

• Challenging Environment: Opportunity to work in a dynamic and rewarding work environment.
• Professional Development: Opportunities for skill development and career advancement.
• Supportive Team: Collaborate with a supportive and professional team.