Job title : Facilities Coordinator / Receptionist
Job Location : Western Cape, Cape Town Deadline : January 03, 2025 Quick Recommended Links - The Facilities Coordinator is responsible for providing facilities support services regionally in Cape Town, ensuring a positive visitor and employee experience and the consistent implementation of D&D Facilities policies, processes, and programs.
Key Responsibilities
- Manages physical security protocols, applications and audits for Cape Town Offices and ensure compliance with governing guidelines.
- Manages physical security access for the site, including activation, deactivation of security passes as required for all staff, vendors & visitors at the site.
- Acts as first point of contact for security, property management and vendors
- Coordination of processes for incoming/outgoing courier packages for the office including incoming mail
- Support visiting ELT and guests while visiting the Cape Town office.
- Manages and maintains Boardroom(s) bookings for ELT/SLT meetings including catering
- Manages Facilities support tickets and Reception email inbox
- Manages facilities projects, including coordination and oversight of external vendors.
- Managing the Inventory of office supplies, stationary and janitorial supplies
- Conducts & assists with compliance auditing & reporting requirements as necessary
- Coordinates with Building Operations, Property Management for general repairs and maintenance of facility.
- Supports office efficiencies and support services: Facilities contractors, vendors, HVAC, cleaning, staff lounge equipment, office/furniture repairs and approving non-IT supply requisitions.
- Responsible for coordinating and supporting the development of life safety/evacuation procedures, health & safety team and onsite first aid requirements
- Performs regular site inspections and equipment audits as required
- Collaborates with IT support and HR and social committee teams
- Works closely with Global Dir regarding site planning, layouts and implementing of renovations or office improvement projects
- Achieves financial and lease objectives by supporting leasing strategies, annual budgets, scheduling expenditures, analyzing variances, and initiating corrective actions.
- Manage historical retention, protection, retrieval or disposal of historical records in Cold Storage.
- Contributes to team goals and objectives by accomplishing related results as needed.
- Live and promote our Company’s core values when dealing with employees, clients and other business stakeholders to continue to grow our culture.
- Supports the ordering, management and replenishment of coffee, coffee machines and food vendors.
- Supports the health & safety committee groups and is a contributing member of the Fire Warden training and first aid team.
- Other duties as assigned.
Skills, Knowledge and Expertise
- Min 5+ years in facilities/office coordination within in a corporate office environment
- Reception, customer support services and event catering experience and or a combination of experience is highly desirable (or equivalent combination of education or work experience)
- Must have excellent communication, interpersonal, and problem-solving skill sets
- Ability to manage and execute projects and work schedules independently
- Must have a strong desire to put customers and staff first.
- Must be organized, detail-oriented, and be able to multi-task and work well under pressure.
- Be proficient with MS Office products, (Word, Excel, Teams, Project and Power point)
- Must be able to work as part of a team as well as be capable of working independently when required.
- Health & Safety, and First Aid experience an asset
- Ability to read/understand floor plans/ architectural drawings an asset.
- Administrative / Management jobs
