As a Facilities Coordinator reporting to the Health Safety & Environment Manager, your role will be crucial in ensuring the smooth coordination of G4S facilities management and maintenance. Your primary focus will be on maintaining clean, safe, and well-maintained G4S premises, as well as supervising building contractors and facilities vendor services.
Responsibilities:
Cleaning Supervision:
- Participate in the procurement process for cleaning services.
- Coordinate the vetting process of staff in both the head office and courier offices.
- Monitor and oversee the daily cleaning process in the head office.
- Ensure proper attendance of cleaning staff to prevent understaffing.
- Supervise landscaping and the maintenance of internal and external flowers and plants.
- Report any incidents related to negative behavior to the service provider.
- Coordinate with the service provider’s supervisor for any required assistance.
- Manage the storage and collection of material waste for the head office, courier, and Nairobi cash center.
- Oversee the unblocking of toilets and sewer lines in both the head office and the Nairobi Cash Center.
Catering Supervision:
- Participate in the procurement process for catering services.
- Conduct induction for new staff in the catering team.
- Coordinate the vetting process of the new catering team members.
- Monitor and supervise the tea distribution process in the head office, ensuring quality and quantity standards are met.
- Coordinate catering services for meetings.
- Ensure safety within the food processing area by conducting frequent cleanliness and appliance checks.
- Perform daily reconciliation of tea supplies to the head office and cash center (Mombasa road CIT crew).
- Perform monthly reconciliation of all company-paid costs for breakfast tea and lunches.
Procurement and Distribution:
- Procure water bottles and water dispensers for all regions based on branch requests.
- Procure bottled drinking water weekly for the head office.
- Ensure daily distribution of drinking water to all water points within the head office, Karuri & Limuru branches.
- Coordinate water distribution for the Western and Coast regions.
- Manage water servicing, cleaning, and maintenance.
- Procure and replace new dispensers, water taps, and drinking water for the Cash Centre and Courier offices.
- Promote cost-effectiveness by adequately using borehole water for non-drinking purposes.
- Procure tissue paper and distribute it to Courier, Training School, and Cash Centre Mombasa Road.
- Procure health and safety materials and distribute them to branches.
- Procure and distribute furniture and other items requested by various departments (Admin, HR, Finance).
Facilities Maintenance:
- Conduct daily checks on the premises to ensure safety and security.
- Identify and take necessary measures to prevent accidents and address required repairs.
- Obtain quotes and seek approval for repairs.
- Negotiate prices when necessary.
- Raise purchase orders as per approved quotes.
- Coordinate with contractors and supervise repair processes in the head office, Cash Centre, and Training School.
- Perform basic repairs as needed (furniture, washrooms, walls, floors, taps, air conditioners, equipment, lights, etc.).
- Assist and coordinate office rearrangements and staff parking slot assignments within HQ.
- Coordinate repairs of air conditioners in various locations.
- Plan and coordinate office fumigation and pest control for different branches.
- Coordinate bookings for fleet fumigation and exchange of sanitation bins in the head office.
Utility Bills and Supplier Payments:
- Follow up on undelivered water and electricity bills.
- Seek authorization for invoices and follow up on payments with the accounts department.
- Obtain invoices for trading licenses, land rates, and land rent, and facilitate payments and reconciliations.
- Check billing accuracy to avoid over or under billing.
- Reconcile invoices with suppliers and contractors, resolving any discrepancies.
- Ensure timely payment by obtaining proper authorization.
Administration Support:
- Prepare allowances for union sable staff within the Admin and transport departments.
- Prepare and maintain the leave schedule.
- Plan the relieving of staff on leave roster.
- Provide advice to senior management on products that can improve performance standards.
- Number tender documents and handle binding and distribution of various reports and materials.
- Coordinate offloading of bulk stock within the head office.
- Fulfill any other requests from management as needed.
Ideal Candidate:
Knowledge and Qualifications:
- Diploma in a related field.
Experience:
- Two years of experience in Facilities Management.
Personal Qualities:
- Must be proactive and disciplined.
- Honest, pleasant, and able to work under pressure and for long hours.
- Able to work with minimum supervision.
Behavioral Skills – Support:
- Understanding of the organizational environment and goals.
- Adaptability to handle changing circumstances.
- Ability to work effectively with others and support team objectives.
- Demonstrated ability to deliver objectives and tackle complexity.
- Professional conduct and cooperation with colleagues.
How to apply:
If you meet the above qualifications and have the passion to excel in facilities management, we invite you to apply by sending your application to [email protected] by 31st July 2023.
