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Facilities Coordinator – Talent Pipeline needed at CBRE Excellerate

Job title : Facilities Coordinator – Talent Pipeline

Job Location : Western Cape, Cape Town

Deadline : April 06, 2024

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PURPOSE OF THE JOB

  • To oversee the delivery of planned and reactive works across a portfolio of Client site within the contractual SLA and KPI requirements.
  • To liaise with the various customer contacts to build strong and effective working relationships
  • To monitor, maintain and update Statutory and Non-Statutory Compliance records and documentation.
  • To manage the financial aspects of the contract.
  • To manage all HSE related maters include audits and training

MAIN DUTIES AND RESPONSIBILITIES

  • To build a strong and effective working relationship with the relevant Client contacts.
  • To own and control all financial, administrative and commercial aspects of the contract.
  • To participate in internal and client meetings as appropriate.
  • To prepare and issue reports as requested by contract management team. Reports include (but are not limited to) :
    • Weekly WIP review
    • Open Purchase Orders
    • Invoice Pool
    • Financial budget review and monthly accruals
    • CSI management and contractors’ files & contracts
    • Jobs Billed in the Month
    • Monthly Contract Review
    • Monthly client KPI pack (Monthly Report)
    • Keeping Cost plan / financial records up to date
  • To assign PPMs and reactive tasks to the appropriate resources to ensure all tasks are completed within the contractual KPI’s/ SLA’s and track all tasks via the Work Order / CAFM management system (Service Insight).
  • To review and monitor vendor performance to ensure they deliver good quality of service and value for money
  • To build a basic understanding and familiarity with site operations in order to better understand Client’s priorities and needs
  • To carry out all administrative tasks associated with the management of the contract, ensuring auditable trails are maintained. Tasks to include :
  • Raising monthly submission / invoice to customer
    • Maintaining records of all maintenance and extra work activities (quotes, service report sheets, POs etc)
    • Raising of and updating Purchase Orders
    • Supporting the achievement of service delivery KPI’s by actioning Work Orders
    • / Reactive tasks quickly and efficiently
    • Scanning & filing of service report sheets
    • Maintaining holiday records
    • Updating and maintaining personnel records including completed training
    • Processing timesheet data
  • To undertake general office duties relating to the contract including:
  • Correspondence and filing
  • Minutes of meetings
  • Preparation of reports and documentation (as referred to above)
  • Subcontractor administration
  • Oversee and maintain security vetting details for the operational teams & our 3rd party suppliers to ensure all contractual Security & Access requirements are adhered to
  • Ensure all required documentation is obtained from Vendors ie RAMS, COSHH, Competence, ATWs, Attestation letters / Background checks etc.
  • Monitor and control monthly Statutory & Non-Statutory Maintenance Schedule in line with Service Insight in line with contractual KPI / SLA requirements
  • HSE and Audit:
  • All CBRE/Dell Audits preparation and Corrective action plan
  • Logbook’s update /Creation
  • Maximo
  • My service
  • Harbour
  • HSE training for onsite team.
  • Emergency response plans ,ATW,PTW and RAMS

PERSON SPECIFICATION

Education

  • A good basic education is essential, with good levels of Maths and English (or equivalent).

Training

  • Good PC based skills, with experience in Word/Excel and Outlook
  • intermediate level.

Essential

  • HSE diploma and IOSH Certificate.

Experience

  • 3 years’ experience in a similar role.

How to Apply for this Offer

Interested and Qualified candidates should Click here to Apply Now

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