Facilities Coordinator

SUMMARY:
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POSITION INFO:

Infrastructure & Facilities Coordinator

Description

This position will serve to co-ordinate and undertake the effective functioning of the asset management processes based on required internal control measures, including co-ordinating the procurement of day-to-day goods and services for CallForce.

MAIN AREAS OF RESPONSIBILITY

ASSET Management

? Ensure that all assets are insured and damages to assets are claimed on time

? Ensure all assets are recorded and barcoded in the asset register

? Perform physical asset verification and submit reports.

? Establish the asset management capability of the organisation

? Monitor and review the capturing of all physical assets in the physical asset management register

? Monitor and review the allocation of assets in accordance with the relevant policy and procedures

? Manage the determination of the asset allocation according to policy and procedure of the organisation

? Manage capturing of asset information on the inventory list (room list) of the asset holder

? Make follow up on missing assets to ensure that they are accounted for

? Manage the performance of asset verification according to prescribed time frames,

? Compile reports on the state of assets,

? Manage the disposal/returns process.

? Follow asset management procedure for all assets delivered as per policy and procedure – updated asset registers at all times.

? Work Closely with IT and Finance managers and regularly update status and report on asset management progress.

INFRASTRUCTURE

? Facilitate all Infrastructure related builds, repairs, changes and general office maintenance.

? Build a database of contacts for services and products for all regions. CPT, DBN & JHB

? Assist in any other Facilities related responsibilities as advised by the Infrastructure Manager

? Daily Floor walks in CPT – weekly with video call to JHB and DBN.

? Ensure that all lights are always in working condition, replace where necessary.

? Ensure that all Doors are locked and in working condition

? Maintain a Health and Safety compliant work environment

PROCUREMENT

? Intermediate role, responsible for receiving all IT and Facilities related procurement requests (not limited to)

? Validate all procurement requirements based on available stockpiles held on each site

? Validate all procurement requests based on business justification and approval from a senior manager.

? Define procurement process and communicate to all business units

? Work closely with Finance on all procurement requests and ensure that all procured items are added to the asset lists once received and distributed and updated accordingly.

? Find and build a database of frequently purchased products and services.

Procurement administration

? Organise and monitor asset register

? Advise staff on proper management of assets

? Ensure that supplier deliveries are in line with contract deliveries requirements, e.g. price, quality – minimum returns on deliveries

? Ensure appropriate filing and stamping of documents as appropriate

? Follow asset management procedure for all assets delivered as per policy and procedure – updated asset registers at all times

? Follow asset management procedure for all assets sent to suppliers for repairs