Duties & Responsibilities:
Facilities Coordinator will be responsible for the daily operation of the management office based on the client site. Key to this role will be to provide a first- class service to tenants, clients, vendors, internal staff and visitors. The Facilities Coordinator will be the first point of contact for client queries, maintain files and financial records and prepare management information relating to the contract.
• Management of all access control systems that will include visitor passes, employee passes, card reader access and all related contracts etc. Check- in and check- out of employees
• Co- ordinating and supervising preventive maintenance relating to the HAVC / ACMV installation, equipment and other related operating functions, such as housekeeping, landscape maintenance, security cameras, roller shutters, dock levelers, turn- stiles, lifts, etc (if any)
• Identify quality improvements in processes and procedures and implement were necessary.
• Manage the general day to day running and administrative duties of all office equipment
• Waste Management, to include general building refuse, skips and recycling.
• Assist Facilities Manager to tender/negotiate/contracts with Service Suppliers.
• Interface with the landlord for provision of services in lease
•Other tasks as assigned
• Manage all work orders created on Service Insight relating to the sites and delegate accordingly ensuring that the SLA is met.
• Basic accounting and bookkeeping for facility/admin invoices; code and allocate to responsible Cost Centres, check invoices. Raising PO, payment request in the system and follow up.
• Manage all aspects associated with the existing cleaning contractors and their services.
• Assists in the preparation of operating and capital budgets
• Manage the internal planting and external- landscaping suppliers.
• Manage day to day postal duties and be point of contact for any queries
• Manages vendor relationships and trains vendors on work order and billing procedures.
• Receptionist tasks if required
• Assists in scheduling meetings and conferences
