Facilities Coordinator

Who we are
We are the market leader in commercial real estate services and investments and provide an integrated suite of high-quality real estate services to our clients across Africa and the Middle East, including facilities management, advisory & transaction services, and project management.
We support predominantly corporate clients who buy services on a contracted basis all across the Middle East and Africa - even globally, depending on their portfolio.
Why choose us
Imagine more than just the future of work; with CBRE Excellerate, you can create it. As part of our global powerhouse, you'll find a culture that fosters an entrepreneurial mindset, where your best work is not just encouraged but celebrated. Collaborate with talented individuals, harness the support of unparalleled resources, and enjoy the journey as you grow both personally and professionally.
About the role
A multi-disciplinary Facilities Management role responsible for the delivery of contracted services within the GSK site. The Facilities Coordinator will be responsible for delivering an exceptional client service, contract delivery, management of all hard and soft services, financial management, and act as ambassador of the CBRE team on site.
Physical presence required at GSK Offices South Africa – Johannesburg with regular visits to Cape Town.
What you will bring

Minimum of Grade 12 or degree in Business Management or equivalent.
2-3 years relevant experience in facilities administration.
Experience within the Facilities Management field will be preferred.
Computer literacy; MS Office - Excel and Word; Outlook; Administration Skills; Time Management; Telephone skills.

What you will be doing
You will be responsible for the following:

Day-to-day site management activities including site functionality, escalation management, administrative & facilities duties of all office operations and equipment relating to FM services.
Respond to client inquiries and concerns. Ensure timely and quality service delivery to clients. Follow up with clients to ensure customer satisfaction.
Point of contact between GSK & Building LL to support services provided for Flex sites.
Manage Building Management Systems, managing Preventative Planned Maintenance schedules in the CMMS system defined, Environmental Health and Safety and Quality Compliance, etc. as required.
Ensure company and client policies and procedures are adhered to consistently including statutory compliance and standard operating procedures.
Manage budget and spend ensuring alignment with CBRE and GSK policies and procedures, including creating Purchase Orders, review of invoices, GRN, Billing requests, etc.
Delivery or delegation of service requests to ensure all requests are actioned within the agreed timeframe meeting Key Performance Indicators and Service Level Agreements.
Ensure office housekeeping and cleanliness is delivered to the highest standard, working closely with cleaning vendors, monitoring works and conducting audits.
Support in the Preparation of monthly Review Reports.
Ad-hoc reporting as requested by the account.
Collaboration with external project managers in relation to facilities projects and fit-outs on site.
Building relationships with both internal and external customers including the building landlord, partners, and vendors to ensure the best Client experience.
Communicate efficiently to keep the Client and management team informed of any elevated risks or events, as necessary.
Give direction to the CBRE team and vendors on site to promote engagement and excellent customer experience delivery.
Work in accordance with health and safety measures and promote best practices amongst colleagues, contractors, and vendors at all times.
Manage and review health and safety documentation to ensure compliance and safety on site.
Manage the Facilities team (if applicable), managing team's objectives, goals and growth.
Report and manage work on EHS management system including Hazard reports, eLogbook & any EHS reports.
Provide an exceptional experience to all colleagues.
Provide support & initiatives for Workplace experiences in GSK Sites.
Ensure that all meeting rooms are ready to go each day as per the booking requirements.
Have total ownership of floors and the surrounding areas to ensure the best work experience.
Develop and maintain excellent communication with key colleagues.
Manage stationery stock within the copy hubs and storage space.
Daily management of meeting rooms and supplying refreshments when required.
Support the Admin Team in collecting deliveries from the Post Room and loading bay when needed.
Support the Admin Team by raising urgent courier requests and ensuring the timely collection and delivery of items.
Provide support for any local/ office specific tasks as requested.
Notify colleagues of delivery for all urgent/ same day deliveries.
Support/assist the Admin/Workplace team with any emergency procedures as required.
Issue and manage keys for lockers and pedestals.
Assist the Admin team in the processes of minor move related requests when required.
Assist with issuing and delivery of lost and forgotten passes when applicable.
Ad hoc admin duties.
Support the clear desk policy to ensure desks are hygienically cleaned.
Ensure wastepaper is placed in the confidential bins only.
Complete all E Learning modules on time and with no manager escalation.
Be a champion and advocate for CBRE's four key values, which serve as the foundation.
Gather data for the client and CBRE report.
Support and complete any reasonable management request.
Address and direct customer's queries in respect of in-place procedures.
Work with the onsite team on the delivery or delegation of service requests to ensure all requests are actioned within the agreed timeframe meeting Key Performance Indicators and Service Level Agreements.
Provide event support and event space set up which may include light lifting. Includes support with catering activities.
Support with GSK employees onboarding/off-boarding activities (delivery of IT equipment, checklist, etc.).
Support on Travels for GM & LT Members.
Record all area monthly activities, analyze expenses and submit monthly report highlighting the savings and main achievements.
Prepare presentation materials for Facilities Team, editing content and adding appropriate graphic and design elements.
Meetings and interviews for VIP visitors maintaining calendars and schedules.
Handle TPRM in alignment with all concerned parties and according to the company strategy and in collaboration with our global real estate.
Draft Contracts for different suppliers for the facilities Department, following up with all departments till contract is issued. Tracking end dates for these contracts for renewal purposes.
Maintain records of Management Monitoring inspections conducted within Facilities department activities. Check the status of the previous management monitoring CAPAs and ensure that actions have been addressed as per requirements and target dates.
Ensure the evacuation of all employees and any visitors attending in assigned area during any evacuation due to a fire alarm or regular fire drill. Complete the roll call sheet and submit the Evacuation Report after every incident.
Responsible for handling Head office reception duties such as welcoming visitors, informing the concerned employee that her/his guest is waiting at the reception area, receiving and directing all external and internal calls, giving support to the caller and transferring the call to the concerned person if needed. Also support any adverse event reporter by transferring to the adverse event hotline.
Prepare all Facilities department announcements, communication emails, and presentation materials. Also translate the new policies, guidelines, instructions, and emails to mother language to support other colleagues to understand the content accurately and easily.

Embark on a rewarding career journey with CBRE Excellerate, where your talents will be valued, and your contributions will make a tangible impact. If you are passionate about doing your best work, collaborating with like-minded individuals, and embracing new challenges, we invite you to submit your application today. Let's shape the future together.

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