Facilities Coordinator

Role purpose

• Coordinate the day-to-day delivery of facilities, workplace and corporate support services across an office environment, ensuring safe, compliant, efficient and customer-focused operations.
• Act as the central liaison between occupants, the landlord, service providers and internal stakeholders, supporting service quality, operational resilience and value for money.

Key responsibilities

Facilities operations

• Coordinate landlord liaison, supplier performance, work orders, site inspections and monthly service review meetings.
• Oversee planned preventive and reactive maintenance of building fabric, mechanical and electrical systems, water systems, assets and critical infrastructure.
• Maintain asset registers, maintenance records, operating manuals, procedures and site-specific facilities playbooks.
• Support workplace services including reception, switchboard, mail, copying, shipping and receiving, helpdesk, cleaning, pest control, waste, catering, vending and landscaping where applicable.
• Coordinate access control, security service providers, incident reporting and emergency response arrangements.

Health, safety, environment and continuity

• Support statutory inspections, contractor inductions, permits to work, safe working procedures and corrective action tracking.
• Coordinate fire drills, emergency response teams, first aid provisions and updates to site emergency and incident management plans.
• Track electricity, water and other utility consumption; assist with environmental reporting, energy efficiency initiatives and applicable environmental management requirements.
• Support business continuity preparedness and maintain accurate emergency contacts and response documentation.

Supplier, financial and reporting responsibilities

• Monitor outsourced service delivery against agreed scope, service levels, key performance indicators and ethical and sustainability requirements.
• Assist with purchase orders, invoice checks, operating and capital budget preparation, accruals and expenditure forecasting in accordance with applicable policies.
• Produce clear monthly reports on service performance, maintenance, risks, customer feedback, financials and continuous improvement actions.
• Maintain service contracts, operational records and supplier documentation; support competitive benchmarking and service improvements.

Systems and administration

• Log, track and close facilities helpdesk requests and work orders using the designated facilities management platform.
• Maintain occupancy information, asset and planned maintenance databases, reporting dashboards and supporting records in the organisation's approved systems.

Candidate profile - suggested requirements

• Relevant qualification in facilities management, property management, building services, operations or a related discipline is advantageous.
• Practical experience coordinating office facilities, service providers, maintenance, health and safety and workplace services.
• Working knowledge of applicable South African occupational health and safety requirements, contractor management and emergency preparedness.
• Strong organisational, communication, stakeholder management, problem-solving, financial administration and reporting skills.
• Competence with office productivity software and facilities/helpdesk or maintenance management systems.

Measures of success

• Timely resolution of service requests and maintenance issues; reliable completion of planned maintenance and statutory checks.
• Strong supplier service performance, accurate reporting and budget control, positive workplace feedback, and demonstrable safety and sustainability improvements.
• This role specification is adapted from a facilities services scope. Reporting line, employment type, remuneration, qualifications and experience thresholds should be confirmed by the hiring organisation.

Qualifications:

• Bachelor's degree in facilities management, business administration, or a related field preferred. Relevant certifications in facility management would
• Proven 5 years experience in facility management or a similar role, demonstrating a strong track record of successfully coordinating facility-related activities.
• Strong knowledge of building systems, maintenance practices, and regulatory compliance in facility management.
• Excellent organizational and project management skills, with the ability to prioritize tasks and meet strict deadlines.
• Effective communication and interpersonal skills, with the ability to interact with internal stakeholders, external vendors, and employees at all levels of the organization.
• Strong problem-solving and decision-making abilities, with attention to detail and the ability to handle multiple tasks simultaneously.
• Proficient in using facilities management software, computer-aided facility management (CAFM) systems, and Microsoft Office Suite.
• Knowledge of health and safety regulations and compliance requirements in facilities management.
• Ability to work independently and as part of a team, with a customer-service mindset and a proactive approach to resolving facility-related issues.
• Flexibility to work outside normal business hours when needed, including evenings and weekends, to oversee facility-related emergencies or projects.

Closing Date 23 October 2026