Facilities Coordinator

Purpose of this position

The facilities Coordinator is responsible for supporting the day-to-day operations of company facilities including client/contracted facilities, ensuring a safe, efficient, and well-maintained working environment. The role oversees maintenance activities, service providers, office equipment, and compliance with health and safety standards.

Key Responsibilities

Facilities Management

Assist in the coordination of all building and maintenance activities.

Monitor and respond to facility-related requests via email, tickets, or internal systems.

Conduct routine inspections of the premises to identify maintenance needs, safety risks, and improvement opportunities.

Ensure cleanliness, functionality, and readiness of office spaces and common areas.

Contribute to long-term facility planning, sustainability, and technology integration.

Maintenance & Service Providers

Liaise with service providers and contractors for repairs, maintenance, and scheduled servicing.

Track and follow up on outstanding work orders.

Ensure service providers comply with safety and quality standards.

Assist with vendor sourcing, quotations, and purchase orders where necessary.

Plan and execute preventive maintenance, emergency repairs, and capital projects.

Health, Safety & Compliance

Support the implementation of health and safety procedures.

Report safety hazards and ensure corrective actions are taken.

Maintain documentation related to safety audits, inspections, and compliance.

Assist with emergency preparedness (fire drills, evacuation plans, etc.).

Ensure compliance with safety regulations (OHSA), manage emergency preparedness, and conduct risk mitigation.

Asset & Equipment Management

Monitor and manage site equipment.

Maintain an inventory of office assets and consumables.

Ensure timely repairs, replacements, and upgrades as needed.

Administrative Support

Maintain facility records, service contracts, and reports.

Prepare weekly or monthly reports on facility operations, maintenance, and contractor performance.

Assist with budgeting and cost tracking for facility-related expenses.

Coordinate office moves, workspace allocation, and setup of new employees workstations.

Supervise facility staff and third-party contractors, fostering strong performance and communication.

6. Financial Management, Procurement and Vendor Management

• Develop, monitor, and control facility budgets, managing expenses and resource allocation.

Oversee vendor selection, contract negotiations, and performance

7.Core Functions

Hard FM: Managing physical assets (building structure, mechanical systems).

Soft FM: Managing user-focused services (cleaning, catering, security).

Integration: Connecting people, place, process, and technology for a functional environment.

Minimum Requirements

Education

Matric (Grade 12) required.

A diploma/degree in Facilities Management, Project Management, or a related field.

Experience

2–4 years experience in facilities, maintenance coordination, or a related role.

Experience working with contractors and service providers.

Knowledge of general building maintenance and OHS requirements.

Skills & Competencies

Strong organisational and coordination skills.

Excellent communication and interpersonal abilities.

Ability to work under pressure and manage multiple tasks.

Basic understanding of technical building systems (electrical, plumbing, HVAC).

Computer literacy (MS Office; facility management systems advantageous).

Problem-solving and decision-making skills.

Attention to detail and proactive approach.

Management:

Project management, organizational skills, and financial acumen.

Personal Attributes

Reliable and accountable.

Professional and service oriented.

Strong sense of urgency.

Ability to work independently and within a team.

Additional Requirements

A valid drivers licence.

Own reliable vehicle (travel between sites required).