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14 Oct 2022

PermanentJob Vacancy for Facilities Co-Ordinator Wanted

ADvTECH Support Office – Posted by JobPlace24 Gauteng, South Africa

Job Description

Job Vacancy for Facilities Co-Ordinator Wanted

Job Location: Gauteng
Job Type: Permanent
Job categories: Warehouse
Company/Employer: ADvTECH Support Office
Job Title: Job Vacancy for Facilities Co-Ordinator Wanted


Job Description

Overall Purpose of the Job:

  • To oversee and co-ordinate facility operations and services at the school or campus where they are based. The main responsibilities include:
  • Oversee the daily facility services and coordination of operations at the facility whether insourced or outsourced
  • Site Maintenance management
  • Provision of financial input for budgeting purposes
  • Resolve facility-specific issues and achieve KPAs specific to each facility
  • Management of relationships with stakeholders
  • Reports to the Area Facility Manager.

Educational Requirements:

Minimum:

Matric.

Ideal:

  • Post matric qualification in built-environment disciplines of architecture, engineering, project management, quantity surveying, maintenance or construction management and/or facilities management.

Legal Requirements:

Minimum:

  • Drivers License and own vehicle.
  • Basic training in Microsoft Word, Excel, Outlook and PowerPoint.
  • Ideal:
  • Health and Safety courses.
  • Fundamental of Facilities Management training.
  • Maintenance planning and management short courses.

Work Experience Requirements:

  • 2 to 3 years in a Facilities Coordinator/Supervisor/Junior Manager role.
  • 2 years Planning, execution and administration within schools and/or tertiary facilities environment.

Responsibilities:

  • Output 1 – Facilities Operational Oversight:
  • Set facility-specific KPAs/Outputs in consultation with Area Facility Manager.
  • Plan and obtain the resources necessary to enable implementation of the KPAs/Outputs.
  • Oversee the implementation of plans for the facilities within their area of responsibility. Lead the staff within the Facility towards achieving the plans.
  • Measure and report on progress in accordance with defined reporting templates.
  • Proactively identify performance shortcomings or risks, report these timeously and institute corrective measures.
  • Regularly meet with Principals to report on facility-specific performance and give and receive feedback on relevant operations and tactical matters.
  • Review current operating practices and processes within the respective facilities and ensure alignment with the relevant area standards.
  • Take charge of all emergencies and ensure responsible back-up is available in order to take corrective action as necessary. Emergencies also includes acts of Gods, plagues and pandemics.

Output 2 – Maintenance Management:

  • Provide input to the preventive maintenance plans for the facility in accordance with ADvTECH developed standards and maintenance lifecycle plans.
  • Oversee the planning and implementation of preventive maintenance, whether insourced or outsourced.
  • Expedite any foreseen delays specifically in preventative maintenance prescribed by Law and mitigate any health and safety risks.
  • Co- ordinate the planning, scheduling and implementation of resources to assure restoration of functions within shortest period, where unplanned maintenance is required due to failure.
  • Ensure that staff have the required supervision, training, certification, health and safety understanding to perform the tasks required of them, where maintenance is performed by ADvTECH personnel.

Output 3 – Service Provider oversight (Outsourced and contracted):

  • Provide input into national/regional service specifications for those services to be outsourced.
  • Facilitate and support procurement and contracting of new providers and transitioning/exit of existing providers.
  • Monitor and measure Service Provider performance against contracted Service Level Agreements and reactively/proactively intervene to assure achievement of SLAs.
  • Meet with Service Providers on a routine basis for proactive contract management.
  • Report on Service Provider performance against SLAs and financial budgets.

Output 4 – Financial Management:

  • Provide input to the annual budgeting process for the Area and facility-specific budgets.
  • Provide input to the five-year maintenance refurbishment and replacement budgets.
  • Report on performance against budget, project future cost versus budget and advise on corrective measures where projections are exceeding budgets including savings on utilities.
  • Output 5 – Stakeholder management (Principals, Financial Administrators etc.):
  • Participate in facility / Site specific meetings with Principals and other stakeholders.
  • Report to Facility / Site Management daily on all operations affecting the education and resourcing businesses.
  • Manage relationships with the relevant stakeholders on site ensuring that their needs are responded to and met, timeously.

Output 6 – Staff Management and Development:

  • Determine human resource requirements and ensure that the Facility employs the right staff in line with the facilities standards.
  • Ensure identification of critical skills essential for sustainability of service delivery and succession plans for the facilities.
  • Oversee the development of the training and development plan for the facility.
  • Lead and supervise the Facilities staff on site in the achievement of set objectives, targets and deliverables.
  • Provide feedback and coaching to direct reports to ensure optimal productivity and foster growth, on an ongoing basis.
  • Drive performance management across the Facilities team.
  • Develop capability within the team to ensure continuity and build appropriate succession plans.

Competencies:

  • Skills:
  • Execution, including planning, coordination and implementation/execution.
  • Customer orientation.
  • Decision making.
  • Problem Solving.
  • Leadership (incl. Capacity Building, Performance Leadership and Interpersonal Effectiveness).

Behavioural Attributes:

  • Objective / Fair.
  • Ability to handle pressure.
  • Solution driven.
  • Ability to multi-task.

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