Facilities Coordinator - Ingrain SA Ltd - Kempton Park

The Ingrain Head Offie Team is seeking Facilities Coordinator to join the team. The core purpose of the role is to plan, organise and direct various Facilities Coordination activities at the Ingrain Head Office Building to ensure that all buildings, grounds and equipment are well maintained, in optimal working condition and meet all SHEQ requirements. The incumbent will be responsible for ensuring that services provided are of acceptable quality at optimal cost by managing and controlling service- and maintenance contractors. 1. Effective management of facility Coordination services and service providers · Develop and implement a facility management program and processes including preventative maintenance and life-cycle requirements · Manage facility central services such as reception, security, cleaning, catering, waste disposal, parking, business centre, gym · Assist with the drafting of service contracts and agreements, implement Service Level Agreements and manage Key Performance Indicators with Service Providers - ensure delivery schedules, quantity and quality criteria are met and check completed work by contractors and vendors · Ensures professional business relations with vendors, contractors, and trade professionals. · Attend to contractor management and access control as per Standard Procedure 2. Sustainability, Governance and Compliance · Ensure that the Facilities comply with established procedures, policies, regulations and codes with the parameters of acceptable Facilities Management practice · Ensure Occupational Health and Safety Act Compliance and Mandatory Agreements · Compile and maintain the Emergency “RED” File of all building documentation and systems certification · Planning, adoption, implementation and periodic review of effective Facilities management policies and procedures. · Conduct and document regular facilities inspections and facilitate SHEQ safety reviews · Obtain and report Sustainability information (waste recycled and AC Gas usage) - advise on and monitor energy efficiency to adjust and improve on sustainability performance · Dealing with all insurance related matters and documentation · Reporting emergencies on the agreed communication group · Develop and implement the facility BCP programme 3. Budgeting and cost management · Planning of preventative maintenance (1, 3 and 5 year budgets) as well Capex planning in liaison with Procurement. · Assists with budget projections and forecasts · Verify payment and invoicing match contract pricing. 4. Reporting · Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures, purchases · Report on weekly /monthly activities as required · Act as the single point of contact for all facility related matters 5. Management of operational services and ongoing routine requirements · Attend to day-to-day routine tasks; o General contractor and quality management; o Attend to administration as and when required (Expense Approvals, monitor ongoing jobs on case management system) · Attend to Cyclical requirements: o Site inspections and assess site in relation to inspection sheet; o Weekly start-up of sprinkler pumps, minimum running time of 30 minutes and visual inspection of the valves; o Weekly inspection of the Generator Diesel levels; o Management of Cleaning Consumables and ordering as and when required o Ensure that the following services are in place: Cleaning Contract; Hygiene Equipment Rental; Pest Control; Waste Removal; Gardens and Landscaping (internal and external); Meter reading services; Security; CCTV and Access Control Maintenance; Air-conditioning Maintenance; o Building Management System Maintenance o Analyse monthly expenses and track operating costs; o Monthly budgeted expense planning (three months in advance); o Compile monthly Operational Overview to include the following key items: OHSA items, Projects (currently underway and future projects), Insurance: Risks and Claims, Security Risks and monthly reporting of incidents; o Ensure annual Dolomite inspections of the storm water and sewer drainage system as well as identifying any potential leaks o Monthly servicing: Air-conditioning servicing (filters and extraction); ensure monthly lift and escalator services are carried out by Service Provider; Ensure that the monthly load testing is done on Generators; Servicing of access control (CCTV, booms, biometrics); Ensuring pest control is carried out on a monthly basis (at least 6 weekly) o Ensure that minor services are carried out on Generators; Quarterly sump pump maintenance; Quarterly visual inspection of Early Warning System; Night inspections to be done once quarterly; Compile a Diesel running time report on Generators; Obtain Sustainability information (waste recycled and AC Gas usage) o Facilitate half yearly Occupational Health and safety reviews; Updating of security site procedures o Update Evacuation plans and procedures prior to facilitating the Evacuation drill; o Annual transformer maintenance and infra-red testing of DB's; o Ensure that minor and major services are carried out on Generators quarterly o Ensure that major services are carried out on Air-conditioning Plants or units (refer to Aircon Maintenance specification); o Ensure that Annexure B inspections are done on the lifts every 2 years and that maintenance is carried out accordingly; Should the service provider change and the Annexure B certificate has been submitted to Council, Council should be informed of the new Service provider; o Annual Anchor Bolt testing o Annual servicing of Fire Equipment o Annual servicing Early Warning System Qualifications · Degree: Technical / Electrical / Construction / Facility Management / Property Management Work Experience · 5 years experience in Facilities / property / estate management · Proven track record of setting up and implementing systems pertaining to a new building Knowledge · Awareness of housekeeping principles and maintenance management · Strong business acumen and knowledge of cost, budgeting and financial control · Working knowledge of statutory requirements, Company policies and procedures · Business Continuity Plans · Disaster Recovery Plans · Remain resilient with stress and pressure · Good communication skills (written and verbal) · Persuasive communication to enable negotiation / influencing during the procurement / contracting process and to manage suppliers · Interpersonal skills to interact at all different levels and meet internal customer needs · Strong numerical and analytical skills in order to manage budgetary requirements, to analyse cost estimations/usage figures, to monitor systems (electrical / water) · Thinking skills to solve problems related to the technical nature of the role · Multitasking to coordinate the different facilities services activities · Job-related technical and systems skills (MS Office, Project management) Behavioural Attributes and competencies · Focus on getting things done and maintaining high quality services · Remain resilient with stress and pressure to remain calm, plan and implement procedures during emergency situations · Focus on analysing and solving problems · Concern for working within parameters · Preference for prioritising, planning and organising · Focus on initiating action · Concern for communicating clearly · Readiness to make and own decisions · Problem Solving · Inspires culture and values · Accountability · Operational Excellence · Team leadership · Customer focus · Business and Financial Acumen · Advanced OHSA knowledge · Advanced technical knowledge / building / facility management & maintenance Please note should you note receive feedback after 30 days please accept that your application was not successful Apply Now

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Facilities Coordinator - Kempton Park

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