MINIMUM REQUIREMENTS:
A senior Certificate (Grade 12 Matric).
A minimum of five (5) years relevant experience.
ADVANTAGEOUS:
Basic facilities management training.
Knowledge of building maintenance & soft services.
Experience with asset management systems or CAFM software.
Understanding of contractor management practices.
KEY RESPONSIBILITIES:
Operational
Manage all facilities documentation and filing via the centralized Electronic Document Management System.
Update Facilities documentation (OMP, plans, procedures) with input from the Facilities Supervisor.
Ensure standardized use of forms, templates, and the EDMS by facilities staff.
Coordinate all facilities incidents logged via the service desk, ensuring correct assignments to sub-contractors.
Manage facilities helpdesk telephone calls and log incidents on the service desk.
Close daytime service desk calls in a timely manner.
Create purchase requisitions and process supplier invoices for payment.
Support the Supervisor: Facilities & Maintenance in compiling and reviewing facilities procedures and work instructions in line with company policy.
Maintain the Contractual Management Calendar for facilities and issue reminders for submissions (OMP, procedures, and plans).
Provide soft services to Customer Service Centres, COC, and Dalpark.
Check quality of on-site work under supervision of Facilities manager.
Facilities assets management.
Key Service Area
Assign calls to sub-contractors for action.
Issue and ensure correct assigning of all tickets to various subcontractors.
Provide service delivery in a timely and efficient manner.
Maintain and update all maintenance schedules and direct all updates to the relevant personnel.
Assist with report compilation from shared information.
Conduct weekly and monthly inspections and spot checks of services rendered by service providers.
Attend regular operational and management meetings with relevant sub-contractors and provide status of service delivery to Management.
Take remedial action as required and update all status reports on system.
Compliance and Reporting
Maintain complete, accurate, and up-to-date records of all interactions and decisions.
Assist with internal or external audits by providing documentation and clarifications.
Conduct assets audit and maintain assets registers for all facilities assets.