Facilities Officer

Business Unit: Corporate Support

Reporting Line: Manager: Facilites and OHS

• All Staff

• Service Providers
• Cleaning Service Provider

Main Purpose of Job:

To coordinate and facilitate the maintenance, buildings and assets.

Key Responsibility Areas:

• Receive maintenance calls logged by staff members and liaise with the relevant service provider to attend to the maintenance request.
• Coordinate building maintenance contractors' response to repair requests within the allocated tunaround time.
• Monitor that all repairs and maintenance to buildings and infrastructure are performed properly.
• Coordinate maintenance of the Head Office in accordance with Health and Safety regulations.
• Liaise with the appointed Landlord on property management matters.
• Monitor performance of cleaning contractors to ensure that agreed levels of cleanliness are achieved.
• Coordinate the pest control and deep cleaning services on a quarterly basis at Head Office in accordance with service level agreements.
• Compile maintenance reports for submission to the IT Manager.
• Check that all builsing areas are in compliance with OHSA, with emergency exits clearly marked.

• Monitor that the design of existing or new offices are in compliance to the standarised design.
• Coordinate refurbishment projects for new and existing offices.
• Administer the maintenance of the security systems and schedule regular maintenance and testing to ensure response time in an emergency is adequate.
• Coordinate and monitor the safe storage of excess furniture.
• Manage the reception area to ensure the reception desk is sufficiently resourced at all times and that the image is maintained.
• Purchase office consumables for Head Office to ensure sufficient supply of groceries and stationery.
• Conduct monthly stock takes to determine the level of stock is maintained and produce reports for submission to the IT Manager.
• Preparing documents to put out tenders for contractors.
• Investigating availability and suitability of options for new premises.
• Managing and leading change to ensure minimum disruption to core activities.
• Directing, coordinating and plannning essential central services such as reception, security, maintenance, mail, cleaning, catering, waste disposal and recycling.
• Ensuring the building meets health and safety requirements and that facilities comply with legislation.
• Planning best allocation and utilization of space and resources for new buildings, or re-organizing current premises.
• Using performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement.
• Responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences.

• Coordinate the maintenance of office equipment to ensure equipment is in sound working order at all times.
• Arrange for the servicing of office equipment in accordance with service level agreement terms and conditions.

Service Provider Management:

• Monitor the performance of service providers in accordance with procurement policies and procedures.
• Monitor compliance of all suppliers used to legislation and regulations.
• Maintain a central supplier database.
• Resolve supplier disputes and escalate to IT Manager when required.
• Support thr drive in BEE procurement throughout to achieve the appropriate BEE targets.
• Provide advice and support to service providers during the tender process.
• Maintain sound business relationships with service providers.

Qualifications & Experience:

• National Diploma in Property Management or Facilities Management or equivalent
• Three years' experience in facilities maintenance or office administration
• Three years' experience in Occupational Health and Safety Management

Competencies Required:

• Administration Support
• Scheduling and Coordination

• Customer / Citizen Service and Orientation
• Stakeholder Engagement
• Team Player

• Action Orientation
• Attention to Detail
• Diligence
• Professionalism

If you meet the above requirements and have the relevant qualifcations and experience, please apply by submitting your CV.