POSITION PURPOSE

The Facilities Coordinator supports the daily operations and maintenance of facilities within a production environment. This role is an excellent entry point into facilities management, providing exposure to building systems, production infrastructure, and essential support services. The Facilities Coordinator will assist in ensuring operational continuity while maintaining compliance with safety, health, and environmental standards.


ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Facilities Maintenance and Operations:
o Assist in scheduling and performing routine maintenance of building systems (e.g., HVAC, plumbing, electrical).
o Support maintenance and minor repairs of production-related infrastructure, such as conveyors and equipment.
o Work with external vendors and contractors to ensure services are completed as per agreements.

2. Production Support:
o Collaborate with production teams to identify and address facility-related issues promptly.
o Ensure utilities such as water and electricity are available for production needs.
o Learn and maintain records of critical assets and their maintenance schedules.

3. Safety and Compliance:
o Participate in facility inspections and safety checks.
o Assist the Environmental, Health, and Safety (EHS) team with audits and risk assessments.
o Support the implementation of compliance measures for safety and local regulations.

4. Space and Asset Management:
o Help update facility layouts to improve workflow and efficiency.
o Monitor and manage inventory for tools and facility-related supplies.
o Support the allocation and proper use of storage and production areas.

5. Vendor and Budget Management:
o Assist in tracking facility expenses and gathering quotes for services.
o Support the procurement process by communicating with vendors and reviewing invoices.
o Learn to prepare budget reports and expenditure tracking.

6. Emergency Preparedness:
o Support the development of contingency plans for facility-related emergencies.
o Assist in responding to incidents like equipment failures or power outages.

7. Communication and Reporting:
o Act as a point of contact for facility-related inquiries.
o Learn to prepare and present reports on facility performance and maintenance activities.
• Provide updates and suggestions for facility improvements

Assumes responsibility for establishing and maintaining effective communication and coordination among staff, client and contractors
a. Acts as a liaison between the Company and all stake holders.
b. Promotes goodwill and a positive image of the Company.

3. Assumes responsibility for related duties as required or assigned.
a. Ensures timeous reporting and completion of all administrative and management and coordination tasks


PERFORMANCE MEASUREMENTS
1. Administration, reporting, management and event management and support functions are performed accurately and timely.
2. Good working relations exist with area staff.
3. Assistance is provided as needed.
4. Effective coordination and cooperation exists.



EDUCATION/CERTIFICATION:
Matric. Facilities management course or general administration, office support course, computer literacy essential

REQUIRED KNOWLEDGE:
Knowledge of general administration and office support function, knowledge of procurement and invoice procedure advantageous

EXPERIENCE REQUIRED:
General office experience with a minimum of 5 years working experience, experience within property management or facilities management environment advantageous

SKILLS/ABILITIES:
Well organized, excellent work ethic
Good interpersonal and public relations skills.
Cooperative and willing to assist others.
Must be computer literate (Emails / Excel / Word)