Soft Services Coordinator

Position Summary
Coordination of all tasks and actions related to building maintenance and garden upkeep, as required, to ensure facilities comply with standards and SLA.

Key Accountabilities or Principal Responsibilities

Primary Duties
Manage designated site:
- Waste Management
- Cleaning, Hygiene & Pest Control
- Indoor Plants
- Events Management
- Boardroom management (including boardroom bookings)
- Manage staff and sub-contractors
- Manage contractors
- Client liaison
- Invoicing submission and control
- Management Reports
- Manage and co-ordinate general Building Operations
- Implement and adhere to Processes and Procedures

Secondary Duties
- Manage Designated Sites
- Maintain service levels
- Complete customer focus
- Pro-active inputs
- Provide feedback and communication to Head Office

Manage Staff
- Create and adapt staff work profiles
- Performance measurement
- Delegate responsibilities
- Service assessment on Key Performance Areas
- Implement corrective action where necessary

Manage Contractors
- Ensure a valid Service Level Agreement (SLA) exists
- Know all the SLA terms and conditions
- Adhere to AFM Solutions SLA
- Ensure proper service delivery
- Performance measurement
- If needed, institute non-conformances
- Approve service schedules
- Initiate and approve requests for service
- Follow up on outstanding Helpdesk Work Orders and Requests

Client Liaison
- Provide regular task feedback to client
- Complete all / any client requests and ensure client satisfaction
- Provide feedback to Head Office

Invoicing Control
- Compare invoices to Work Orders
- Approve and process of payment within specified time frame
- Forward to Head Office Accounts Department
- Familiarize with the approved invoicing procedures and abide by them
- Ensure timeous submission of invoicing by Contractors.

Management Reports
- Complete monthly Management Report for Head Office, highlight all operational issues and comment on the status of such issues
- Report on status of projects
- Report on staff
- Highlight concerns
- Make recommendations or submit request for assistance.

Manage and co-ordinate General Building Operations
- Ensure all operational outputs are noted
- Timesheet management
- Manage on-site expenditure
- Communicate all operational aspects to staff
- Ensure that client has been made aware of any operational changes
- Make recommendations on any operational issues that need to be altered to fit individual sites

Implement and adhere to Process and Procedures
- Institute all approved process and procedures
- Adapt and make site specific
- Where needed create additional
- Communicate to staff and ensure all understanding
- Implement revised process and procedures
- Measure validity as a repetitive exercise
- Report back to Head Office
- Forward site-specific process and procedures to Configuration Management

It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.

Prescribed procedures may be amended by management as and when required

Qualification Requirements and work-related experience

- Grade 12
- 2–5-year experience in Facilities management environment
- Computer Literate in MSOffice

- Experience of contract administration
- Experience in writing and presenting reports
- Knowledge of pre-planned maintenance services advantageous

People and Management Skill

- Good interpersonal skills
- Good and proven leadership skills
- Self-motivated
- Proactive
- Able to take control of situations
- Able to work under pressure and meet deadlines

- Ability to adapt working structure
- Able to keep Contractors in line with agreed Service Level Agreements (SLA’s)
- Ability to communicate on high level
- Customer focused
- Self-motivated
- Integrity
- Punctual and time management skills
- Computer literacy skills

Key result areas

- Understand role of reporting to the business and clients alike
- Understand interworking with various teams to ensure client financial compliances
- Understanding that feedback and communication is critical to success

Additional Responsibilities and Skills

The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as…