Facilities And Utilities Coordinator at Flexi-Personnel

Purpose.

• To coordinate efficient, safe, and cost-effective day-to-day management of site facilities, utilities and support services, including office cleaning and associated services, catering, contractor management, and compliance. The role is responsible for maintaining high standards of service delivery while ensuring operational continuity, safety, and regulatory compliance.

ROLES & RESPONSIBILITIES:

Operations & Service Delivery.

• Coordinate day-to-day facility & utilities operations including buildings and site services.
• Ensure all facilities are maintained in a safe, functional, and compliant condition.
• Coordinate planned and reactive maintenance activities to minimize disruptions.
• Monitor service levels for outsourced services (cleaning, security, pest control, landscaping, etc).
• Ensure timely resolution of facility-related issues raised by site users.
• Daily tracking and address complaints from users.
• Daily Gemba walks to identify areas of focus.
• Weekly facilities report, highlighting key KPIs and areas of focus for subsequent week.

Leadership.

• Drive accountability across contractors through structured performance management.
• Apply data-driven decision-making to optimize facilities cost and reliability.
• Demonstrate zero-tolerance approach to safety and compliance breaches.
• Set an example of personal excellence by consistently demonstrating behaviours aligned to our values and HPO principles by supporting teamwork and proactively seeking opportunities to develop self and others.
• Consistently demand discipline of self and others to raise standards and deliver stretch results.
• Actively participate in Gap analysis and troubleshooting by using IWS problem solving and improvement tools.

Contractor & Vendor Management.

• Manage third-party service providers and ensure adherence to SLAs and contracts as per contracts and procurement management policies and procedures.
• Perform supplier performance evaluations and reviews as per contract/SLAs and drive corrective actions where required.
• Support procurement in vendor selection, contract negotiations, and renewals.
• Ensure contractor compliance with safety, legal, and site requirements.
• Ensure timely issuance of Purchase orders, services requests and GRNs.
• Track vendor/supplier payments and ensure no overdue invoices.
• Training contractors on work procedures and continual improvement tools.

Health, Safety & Compliance.

• Ensure all facilities & utilities operations comply with EHS standards and statutory regulations.
• Conduct regular safety inspections, audits, and risk assessments for facilities.
• Drive compliance with fire safety, building codes, and occupational health requirements.
• Support incident investigations related to facilities and implement corrective actions.
• Support company events set up (operations, marketing, high profile visits etc).

Asset & Infrastructure Management.

• Maintain an updated asset register for facilities and ensure lifecycle management.
• Ensure preventive maintenance programs are in place and adhered to.
• Support infrastructure upgrades, refurbishments, and minor projects.
• Drive continuous improvement of facilities reliability and performance.

Relationship Management.

• Act as the key point of contact for all facilities-related matters within the site.
• Collaborate with internal departments to ensure facilities support operational needs.
• Communicate service performance, issues, and improvement actions to stakeholders.
• Maintain a good relationship with external stakeholders (local authorities and contractors) to ensure seamless service delivery and continuity.

Continuous Improvement & Governance.

• Drive implementation of best practices in facilities management.
• Support development and enforcement of SOPs, policies, and controls.
• Monitor KPIs and report on facilities performance metrics.
• Contribute to digitalization and efficiency initiatives in facilities management.
• Periodic review of SOPs to ensure the right control environment is maintained.

EXPERIENCE, SKILLS, KNOWLEDGE.

Key Success Factors.

• Facilities & utilities uptime / availability.
• SLA adherence for contractor services.
• Maintenance completion rates (planned vs reactive).
• EHS compliance (audit scores, incident rates).
• Budget adherence (OPEX).
• Customer complaints & Stakeholder satisfaction.
• Zero overdue invoices/Service requests.
• Zero split/retrospective POs.

Functional Skills & Competencies.

• Strong operational and problem-solving skills as per IWS methodology.
• Vendor and contract management.
• Financial and cost control awareness.
• Planning and organizational skills.
• Continuous improvement mindset.

  Leadership Expectations.

• Effective stakeholder engagement and collaboration across functions.
• Strong communication skills, with the ability to influence at all levels.
• Strong ownership and accountability.
• Proactive and solution-oriented.
• High integrity and compliance-driven.
• Ability to work in a fast-paced operational environment.

Education/Experience/Qualifications Requirements.

• STEM related degree e.g. Engineering, Facilities Management or Spatial Planning.
• Knowledge of Integrated Work Systems (IWS) way of working.
• Experience in facilities or operations management.
• Experience managing contractors and service providers.
• Strong understanding of EHS and regulatory requirements.
• Strong interpersonal, communication, and influencing skills.