Fleet & facilities co-ordinator

BASIC PURPOSE:

The Fleet & Facilities Co-Ordinator will oversee the maintenance and operations of all physical assets and infrastructure within the organization's fleet & facilities. They will ensure a safe, efficient, and well-functioning environment for employees, clients, and visitors. Responsibilities will include managing a team of maintenance & cleaning staff, coordinating repairs and maintenance schedules, implementing safety protocols, and overseeing fleet & facility improvement projects as well as maintaining all aspects of financial requirements around the fleet & facilities area.

PRINCIPAL ACCOUNTABILITIES:

The principal accountabilities of the role will be:

Maintenance Management:

· Develop and implement maintenance schedules for all fleet & facilities, including HVAC systems, plumbing, electrical, and structural components.

· Coordinate with maintenance staff to ensure timely completion of repairs and preventive maintenance tasks.

· Conduct regular inspections to identify issues and address them promptly.

· Maintain accurate records of maintenance activities and equipment inventory.

Team Management:

· Supervise cleaning & maintenance staff.

· Assign tasks and responsibilities to supplier team members based on skills and workload.

· Provide ongoing feedback to ensure high performance and adherence to SLA and safety standards.

· Foster a collaborative and positive work environment within the cleaning & maintenance teams.

Safety Compliance:

· Develop and enforce safety policies and procedures to ensure compliance with regulations and best practices.

Budget Management:

· Monitor and maintain the facilities budget, including forecasting expenses and monitoring expenditures.

· Identify cost-saving opportunities and efficiencies in maintenance operations.

· Obtain competitive bids for maintenance services and equipment purchases.

· Track expenses and report on budget variances to management.

Vendor Management:

· Oversee relationships with external vendors, contractors, and service providers.

· Negotiate contracts and service agreements to ensure favorable terms and quality services.

· Monitor vendor performance and resolve any issues or disputes.

· Coordinate with procurement department for purchasing supplies and equipment.

Facility Improvement Projects:

· Plan and manage small to medium fleet & facility improvement projects, such as renovations, expansions, or upgrades.

· Develop project plans, timelines, and budgets.

· Coordinate with internal stakeholders and external contractors to ensure projects are completed on time and within budget.

· Conduct post-project evaluations to assess outcomes and identify areas for improvement. Works on own initiative with regular advice and guidance from Direct Sales and Multi-Channel Manager

Skills / Qualifications:

Key Capabilities

· Proven experience in fleet & facilities management or a related field.

· Strong knowledge of building systems, codes, and regulations.

· Excellent interpersonal skills.

· Ability to prioritize tasks and manage multiple tasks simultaneously.

· Proficiency in computerized maintenance management systems and other relevant software.

· Knowledge of safety standards and regulations.

· Strong problem-solving and decision-making abilities.

· Excellent communication skills, both verbal and written.

· Ability to create, allocate and oversee Financials (Financial experience)

Expected years of experience

* 1-3 years

· Full and clean driving license

· Qualification in Facilities or Fleet Management - Diploma / level 5 min.

Expected Educational Qualifications


• Leaving Certificate or equivalent