Facilities Coordinator

Role Overview

The Facilities Coordinator will oversee daily facility operations, ensuring that services meet contractual agreements. This role involves supporting budget oversight, managing supplier relationships, ensuring compliance with statutory and quality standards, and delivering excellent customer service.

Key Responsibilities

• Supervise facilities operations to ensure adherence to service contracts and standards.
• Assist in managing operational and capital expenditure budgets, reviewing monthly variances and supporting budget processes.
• Verify that purchase requests have proper quotations and follow procurement policies, accurately matching quotes, purchase orders, and invoices within Infor EAM software.
• Track supplier performance and invoicing timelines, ensuring correct cost centre allocations and maintenance of invoicing records.
• Compile monthly invoice templates and manage timely submission and reconciliation of payments to maintain uninterrupted services.
• Maintain contract documents, landlord compliance, statutory records, and assure Quality, Environment, Health, and Safety compliance.
• Ensure financial policy adherence, support budgeting, forecasting, accruals, prepayments, and provisions reporting.
• Facilitate procurement activities, subcontractor compliance, and purchase-to-pay control processes.
• Generate accurate financial reporting, identify cost-saving measures, coordinate benchmarking exercises, and maintain audit readiness.
• Provide customer-focused facilities management by promptly addressing and escalating inquiries, building stakeholder relationships, and supporting continuous improvement initiatives.
• Prepare and issue monthly operational and financial reports, maintaining data accuracy for management and client reviews.
• Comply with organizational policies, ethical standards, SHEQ requirements, maintain confidentiality, and engage in continuous personal development.
• Champion sustainability and corporate citizenship efforts within the workplace.

Required Skills and Competencies

• Strong proficiency with Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
• Experience using Infor EAM system for facilities management workflows.
• Familiarity with facilities management principles, supplier and contractor oversight.
• Budget tracking, financial administration, and purchase order/invoice processing expertise.
• Understanding of Service Level Agreement (SLA) monitoring and helpdesk administration.
• Report writing, presentation capabilities, and commercial awareness.
• Strong analytical and problem-solving skills with customer service orientation.
• Knowledge of workplace compliance standards and hospitality service principles.

Educational and Professional Qualifications

• Mandatory Grade 12 (Matric) certificate.
• Diploma in Facilities Management, Hospitality Management, or a related discipline.
• Computer literacy with emphasis on Microsoft Office Suite.
• Experience or knowledge working with Infor EAM systems and helpdesk operations.

Experience

At least three years of hands-on work in facilities management, workplace or hospitality management, or a correlated sector is essential.