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Facilities Coordinator
2 months ago
Facilities Coordinator Ref: 32182
Position Overview
We are looking for a meticulous and systematic Facilities Coordinator to support our operations. In this capacity, you will be instrumental in maintaining the functionality of our facilities and enhancing the overall efficiency of our organisation.
As the Facilities Coordinator, your duties will encompass a range of responsibilities associated with the upkeep and management of our facilities. This includes general cleaning and maintenance tasks, along with assisting in repairs and renovations as necessary. You will also ensure that our facilities are adequately supplied with essential materials and equipment, while liaising with vendors and contractors as required.
The ideal candidate will be a proactive and detail-focused individual, possessing exceptional organisational and problem-solving abilities. A strong work ethic and the capability to work autonomously as well as collaboratively are essential.
Key Responsibilities
Deliver a highly professional and efficient Client Reception and Office Management support service.
Greet and assist all visitors at reception, creating a positive impression of the company through professional and friendly interactions.
Ensure timely and professional handling of telephone inquiries.
Comply with and uphold the company security policy, including registering all visitors and contractors using designated visitor registration software.
Maintain continuity of reception cover and daily responsibilities during planned absences, ensuring thorough handovers.
Oversee the booking of on-site meeting rooms and manage associated catering requests.
Ensure the availability of stationery, office supplies, consumables, and catering products at all times.
Sort and distribute incoming mail and prepare outgoing mail/packages for courier collection as needed.
Ensure all reprographic machines are in good working order, providing consistent service and troubleshooting as necessary.
Proactively manage the cleaning service and maintain office conditions to the highest standards.
Initiate documented meetings with contractors, suppliers, and team members to uphold service excellence.
Coordinate planned preventative and reactive maintenance with subcontractors to ensure compliance with all statutory requirements.
Create vendor setups for clients on behalf of Corporate Properties.
Conduct regular workplace and safety inspections in accordance with Quality, Health, Safety, and Environment standards, maintaining excellent housekeeping.
Ensure strict adherence to Health, Safety, and Environment protocols, reporting any incidents or near misses promptly.
Contribute to First Aid, Security, and Fire safety initiatives.
Regularly update the site operations file to ensure comprehensive documentation of all aspects of the Facilities service.
Assist in the provision of reports and information as required for Corporate and Client Properties.
Align with the Client's environmental policies and initiatives, setting a positive example.
Address any issues or complaints, resolving queries within your knowledge and experience while knowing when to escalate matters.
Foster a collaborative team environment within the organisation and with supply partners.
Qualifications and Skills
Experience in a receptionist or administrative role within a corporate setting.
Fluency in English, both written and spoken.
Ability to manage time effectively and prioritize conflicting tasks.
Strong commitment to delivering outstanding customer service.
Proficient in standard word processing and spreadsheet software.
Familiarity with office telephony systems.
Experience in Facilities Management operations.
Prior experience in an outsourced contract environment.
Certification in Occupational First Aid.
Awareness of Health and Safety practices.
Macro is an inclusive employer and encourages applications from a diverse range of candidates. We welcome interest from individuals who may not meet all criteria but believe they can contribute to our organisation. If you require any adjustments during the application or hiring process, please inform us.
