Facilities Coordinator

About the role

Zutari, an engineering firm with almost 90 years of experience, is looking for a Facilities Coordinator. The role delivers front-of-house service, manages reception operations, coordinates soft services, handles fleet management, building maintenance requests, vendor coordination, compliance support and operational excellence.

Key responsibilities

• Act as first point of contact for facilities requests, log and prioritise them, schedule PPM activities, assign work orders to the maintenance team or vendors and keep stakeholders informed
• Audit closed calls, ensure all calls are closed within SLA and inspect completed work
• Manage vendor and landlord relationships, track SLAs, request quotes and negotiate discounted rates for external parking
• Oversee soft services such as cleaning, landscaping, pest control, security, catering, internal plants and reception, and coordinate their PPM
• Coordinate meeting room setup, AV equipment and catering for internal meetings
• Maintain OHS documentation, log compliance issues raised by Health and Safety representatives and conduct regular facility inspections
• Schedule and allocate vehicles, plan efficient routes, arrange servicing and inspections, track fuel usage and maintenance costs, and handle accident reports and insurance claims
• Compile reports for security, cleaning and catering services, extract data from Zdesk and upload OHS documents to the shared drive

Required profile

• Grade 12 / Matric or equivalent (essential)
• Tertiary qualification in a relevant discipline and facilities management certifications (advantageous)
• At least 3 years of experience in facilities soft services and/or help desk coordination
• Proven experience with helpdesk systems and in-depth knowledge of vendor management

Required skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Fleet management, scheduling and coordination, and events coordination
• Vendor management and negotiation