Soft Services Coordinator - Cape Town City Centre
Key Accountabilities/ Principal Responsibilities
Primary Duties
Manage designated sites:
Waste Management
Cleaning, Hygiene & Pest Control
Landscaping & Indoor Plants
Manage staff and sub-contractors
Manage contractors
Client liaison
Invoicing submission and control
Management Reports
General 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.
General 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
Key Skills and 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 people relationship skills
Good interpersonal skills
Customer focused
Good and proven leadership skills
Able to work under pressure and meet deadlines
Ability to handle and control difficult situations
Ability to create and maintain budgets
Able to keep Contractors in line with agreed Service Level Agreements (SLAs)
Ability to communicate on high level
Self-motivated
Integrity
Computer literacy skills
Key result areas
Understand role of reporting to the business and client
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 FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels
Apply Now
Primary Duties
Manage designated sites:
Waste Management
Cleaning, Hygiene & Pest Control
Landscaping & Indoor Plants
Manage staff and sub-contractors
Manage contractors
Client liaison
Invoicing submission and control
Management Reports
General 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.
General 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
Key Skills and 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 people relationship skills
Good interpersonal skills
Customer focused
Good and proven leadership skills
Able to work under pressure and meet deadlines
Ability to handle and control difficult situations
Ability to create and maintain budgets
Able to keep Contractors in line with agreed Service Level Agreements (SLAs)
Ability to communicate on high level
Self-motivated
Integrity
Computer literacy skills
Key result areas
Understand role of reporting to the business and client
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 FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels
Apply Now
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