Facilities Coordinator at G4S

Responsibilities:
Cleaning supervision.

• Participate in the procurement process.
• Coordinate in vetting process of staff in both head office and Courier offices,
• Monitor the day to day cleaning process within head office,
• Oversee day to day attendance of the stewards to make sure there is no under staffing.
• Oversee landscaping, internal and external flowers and plants are well maintained.
• Report any incident to the service provider on matters related to negative behavior of either the supervisor or the subordinates,
• Coordinate with the service provider’s supervisor on matters that may need the assistance of the cleaners.
• Coordinate storage and collection of material waste for head office, courier and Nairobi cash centre.
• Oversee unblocking of toilets and sewer lines in both head office and at the Nairobi Cash Centre.

Catering supervision

• Participate in the procuring process.
• Conduct induction to new staff.
• Coordinate in vetting process of the new team,
• Monitor and supervise the entire process of tea distribution within head office to make sure the required standards are met, both quality and quantity,
• Coordinate on any catering services required for meetings.
• Ensure safety within the food processing area by making frequent checks on cleanliness and proper functioning of all electrical appliances.
• Daily reconciliation of the amount of tea supplied to head office and cash centre -(Mombasa road CIT crew).
• Monthly reconciliation of all company paid costs: ( breakfast tea and lunches).

Procuring and distribution of procured items.

• Procuring of both water bottles and water dispensers for all the regions as per branch request,
• Weekly procuring of bottled drinking water for head office.
• Daily distribution of drinking water to all water points within head office,Karuri & Limuru branches.
• Coordinate distribution of water for Western and Coast region.
• Coordinate on water servicing, cleaning and maintenance,
• Procuring and replacing new dispensers, water taps,
• Procuring drinking water for the Cash Centre and Courier offices..
• Control usage of fresh water by making sure we adequately use bore hole water which is cost effective.
• Procuring of tissue paper and distribution of the same to Courier, Training School and Cash Centre Mombasa road.
• Procure health and safety materials and distribution to branches.
• Procuring and distribution of furniture.
• Procuring any item as requested by the department: for Admin, Hr and Finance departments.
• Raising of stores requisitions for Admin, Sales and finance departments.

Facilities Maintenance

• Daily check on the premises to make sure the premises are safe and secure,
• Identify any risk and take necessary measures to prevent accidents,
• Identify all the repairs required and give advice to management,
• Get quotes and seek approval of repairs where applicable,
• Negotiate prices where applicable,
• Raise Pos’ as per approved quotes,
• Collect material sample where applicable,
• Liaise with contractors and supervise repair process in head office, Cash Centre and training school ,
• Do basic repairs.(furniture, wash rooms, walls, floors, taps, Air conditioners, equipment,lights etc)
• Assist and coordinate in office rearrangement.
• Assist and coordinate staff parking slots within hq.
• Coordinate on repairs of air conditioners within head office,courier server room, training school and UPS airport office.
• Plan and coordinate on office fumigation and pest control at Cash centre, head office and Courier office and other branches.
• Make bookings for fleet that require fumigation,
• Coordinate on exchange of sanitation bins within head office Utility bills payments
• Make a follow on un-delivered water and electricity bills.
• Seek authorization for the invoices,
• Follow up on the payments with accounts dept. and where a cheque is issued, deliver the same for payment.
• Get invoices from the county government for both trading license, land rates.
• Get invoices for land rent and facilitate payment and reconciliation of accounts.

Supplier and Contractors payments.

• Check if billing of invoices is done correctly to avoid over or under billing.
• Reconcile invoices where applicable and solve any differences in quantity & cost with the supplier or contractor.
• Make sure payments are done timely by making sure all invoices are timely authorized.

Administration support.

• Prepare allowances for union sable staff within Admin and transport departments.
• Prepare leave schedule,
• Plan on relieving of staff who are on leave rooster,
• Advice senior management on new products in the market that can improve performance standards.
• Numbering of tender documents
• Spiral binding for boardroom and other report documents
• Distributions of marketing items including banners, brochures, t-shirts and any other material.
• Coordination of off loading bulk stock within the head office.
• And any other request from management where applicable.

Ideal candidate:

• Knowledge and Qualifications
• Diploma in a related field

Experience

• Two years experience in Facilities Management

Interested candidates who meet the above qualifications may send their applications to maureen.odira@ke.g4s.com by 31st July 2023