Job Description

PURPOSE OF THE ROLE

We are looking for a highly organized, proactive, and service-oriented Facilities Coordinator to ensure the smooth and efficient running of our facilities at PEP Central Office. This role is key to managing daily office functions through strong administrative support, structured coordination of cleaning and beverage service teams, and effective planning of events and office setups.



The ideal candidate will possess strong administrative and organizational skills, be confident in managing service teams (including cleaners), and demonstrate a hands-on approach to maintaining a safe, clean, and welcoming environment for all employees and visitors.

KEY RESPONSIBILITIES

1. Facilities Administration & Coordination

Coordinate daily operations of facilities services, including cleaning, beverage stations, office furniture setups, and general upkeep



Maintain accurate records, schedules, and documentation related to facilities and service team activities



Manage bookings and logistics for internal events, meetings, and staff functions



Ensure adherence to facilities procedures and policies

2. Team Supervision & Performance Management

Lead and supervise a team of service assistants and team leaders (cleaners and beverage staff)



Conduct regular performance check-ins, provide coaching, and support team development



Coordinate schedules and shifts to ensure optimal coverage and service delivery



Ensure staff compliance with health, hygiene, and safety standards

3. Stock & Resource Management

Oversee the ordering, control, and distribution of cleaning materials, beverages, and consumables



Maintain stock levels through regular audits and usage tracking



Manage supplier relationships to ensure timely delivery and quality service

4. Budget & Cost Control

Support budgeting and cost tracking for facilities-related expenses



Identify cost-saving opportunities without compromising service quality

5. Health, Safety & Compliance

Monitor and ensure compliance with occupational health and safety standards



Coordinate facility inspections and implement corrective actions where needed



Support emergency readiness procedures (e.g., evacuation plans, first aid resources)

6. Stakeholder Engagement & Service Excellence

Act as the key point of contact for internal customers requiring facilities support



Build and maintain strong working relationships with staff, vendors, and contractors



Respond to facilities-related queries and requests promptly and professionally

ROLE REQUIREMENTS

Grade 12 (Matric) Minimum of 3 years' experience in a supervisory role, preferably in facilities, cleaning, or catering Proven experience managing cleaners or service teams Strong administrative and organizational skills Computer literacy: Proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar) Budget and stock control experience Excellent planning, problem-solving, and conflict resolution skills Strong interpersonal and communication abilities Ability to multitask and remain calm under pressure Valid driver's license * Competencies: Delegation & Direction, Planning & Organising, Teambuilding & Motivation, Service Excellence, Attention to detail, Stress Resilience, Dutifulness & Accountability