Facilities Coordinator at CBRE Excellerate

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 expectational 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 visit to Cape town.

What you will bring

• Minimum of Grade 12 or degree in Business Management or equivalent.
• 2-3 year’s 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 ops. and equipment relating to FM services, which will include within CBRE Scope, or additional scope may be requested from CBRE.
• Responds to client inquires and concerns.  Ensures timely and quality service delivery to clients.  Follows up with clients to ensure customer satisfaction.
• Point of contact between GSK & Building LL to support services provided for Flex sites.
• Managing 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
• Managing budget and spend ensuring alignment with CBRE and GSK policies and procedure, 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
• Ensuring 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 Reviews Reports.
• Ad-hoc reporting as requested by the account
• Collaboration with external project managers in relation with 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.
• Communicating efficiently to keep the Client and management team informed of any elevated risks or events, as necessary
• Giving direction the CBRE team and vendors on site to promote engagement and excellent customer experience delivery
• Working in accordance with health and safety measures and promoting best practice amongst colleagues, contractors and vendors at all times
• Managing and reviewing health and safety documentation to ensure compliance and safety on site
• Managing the Facilities team (if applicable), managing team’s objectives, goals and growth
• Reporting and management of 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 surroundings 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 suppling 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.
• Issuing and management of 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 desk are hygienically cleaned.
• Ensure wastepaper is placed in the confidential bins only.
• To complete all E Learning modules on time and with no manager escalation.
• To be a champion and advocate for CBRE 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 places 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
• Providing 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.
• Handling TPRM in alignment with all concerned parties and according to the company strategy and in collaboration with our global real estate.
• Drafting Contracts for different suppliers for 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 inspection 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 welcome visitors, inform the concerned employee that her/his guest is waiting at the reception area, receive and direct all external and internal calls, give support to the caller and transfer 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.