Facilities Coordinator

Facilities Coordinator
Century City, Cape Town

Who we are

We are the market leader in commercial real estate services and investments and provide an integrated suite of high-quality real estate services to our clients across Africa and the Middle East, including facilities management, advisory & transaction services, project management.

We work closely with a diverse range of corporate clients, providing tailored solutions that support their global operations and real estate portfolios. One of our key partnerships involves working with a leading global foundation committed to addressing some of the world’s most pressing health, development, and education challenges. Through our collaboration, we help ensure their real estate needs are met with the highest standards of service.

Why choose us

Imagine more than just the future of work; with CBRE Excellerate, you can create it. As part of our global powerhouse, you'll find a culture that fosters an entrepreneurial mindset, where your best work is not just encouraged but celebrated. Collaborate with talented individuals, harness the support of unparalleled resources, and enjoy the journey as you grow both personally and professionally.

Role purpose

• Coordinate the day-to-day delivery of facilities, workplace and corporate support services across an office

environment, ensuring safe, compliant, efficient and customer-focused operations.

• Act as the central liaison between occupants, the landlord, service providers and internal stakeholders,

supporting service quality, operational resilience and value for money.

Key responsibilities

Facilities operations

• Coordinate landlord liaison, supplier performance, work orders, site inspections and monthly service review

meetings.

• Oversee planned preventive and reactive maintenance of building fabric, mechanical and electrical systems,

water systems, assets and critical infrastructure.

• Maintain asset registers, maintenance records, operating manuals, procedures and site-specific facilities

playbooks.

• Support workplace services including reception, switchboard, mail, copying, shipping and receiving, helpdesk,

cleaning, pest control, waste, catering, vending and landscaping where applicable.

• Coordinate access control, security service providers, incident reporting and emergency response

arrangements.
Health, safety, environment and continuity

• Support statutory inspections, contractor inductions, permits to work, safe working procedures and corrective

action tracking.

• Coordinate fire drills, emergency response teams, first aid provisions and updates to site emergency and

incident management plans.

• Track electricity, water and other utility consumption; assist with environmental reporting, energy efficiency

initiatives and applicable environmental management requirements.

• Support business continuity preparedness and maintain accurate emergency contacts and response

documentation.
Supplier, financial and reporting responsibilities

• Monitor outsourced service delivery against agreed scope, service levels, key performance indicators and

ethical and sustainability requirements.

• Assist with purchase orders, invoice checks, operating and capital budget preparation, accruals and

expenditure forecasting in accordance with applicable policies.

• Produce clear monthly reports on service performance, maintenance, risks, customer feedback, financials

and continuous improvement actions.

• Maintain service contracts, operational records and supplier documentation; support competitive

benchmarking and service improvements.
Systems and administration

• Log, track and close facilities helpdesk requests and work orders using the designated facilities management

platform.

• Maintain occupancy information, asset and planned maintenance databases, reporting dashboards and

supporting records in the organisation’s approved systems.
Candidate profile - suggested requirements

• Relevant qualification in facilities management, property management, building services, operations or a

related discipline is advantageous.

• Practical experience coordinating office facilities, service providers, maintenance, health and safety and

workplace services.

• Working knowledge of applicable South African occupational health and safety requirements, contractor

management and emergency preparedness.

• Strong organisational, communication, stakeholder management, problem-solving, financial administration

and reporting skills.

• Competence with office productivity software and facilities/helpdesk or maintenance management systems.

Measures of success

• Timely resolution of service requests and maintenance issues; reliable completion of planned maintenance

and statutory checks.

• Strong supplier service performance, accurate reporting and budget control, positive workplace feedback,

and demonstrable safety and sustainability improvements.
This role specification is adapted from a facilities services scope. Reporting line, employment type,
remuneration, qualifications and experience thresholds should be confirmed by the hiring organisation.

Qualifications:

1. Bachelor's degree in facilities management, business administration, or a related field preferred. Relevant certifications in facility management would
2. Proven 5 years experience in facility management or a similar role, demonstrating a strong track record of successfully coordinating facility-related activities.
3. Strong knowledge of building systems, maintenance practices, and regulatory compliance in facility management.
4. Excellent organizational and project management skills, with the ability to prioritize tasks and meet strict deadlines.
5. Effective communication and interpersonal skills, with the ability to interact with internal stakeholders, external vendors, and employees at all levels of the organization.
6. Strong problem-solving and decision-making abilities, with attention to detail and the ability to handle multiple tasks simultaneously.
7. Proficient in using facilities management software, computer-aided facility management (CAFM) systems, and Microsoft Office Suite.
8. Knowledge of health and safety regulations and compliance requirements in facilities management.
9. Ability to work independently and as part of a team, with a customer-service mindset and a proactive approach to resolving facility-related issues.
10. Flexibility to work outside normal business hours when needed, including evenings and weekends, to oversee facility-related emergencies or projects.

CBRE Excellerate is committed to striving for diversity and equitable representation in our workforce. Preference may thus be given to suitably qualified candidates as identified in our employment equity plan. Persons with disabilities are encouraged to apply.