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