JOB SUMMARY

The role of Facilities and Development Coordinator in the Facilities and Development Department is to serve as a critical operational support for the Department and all its functions. The Department operates in 5 areas which are Facilities Maintenance, Development Projects, Security, HSE and Fleet. It is important to have knowledge and experience within these areas under the concepts, practices and procedures under Facilities and Project Management. The candidate must possess the ability to communicate effectively across all levels, prioritize tasks based on importance and urgency and ultimately be adaptable to a dynamic work environment. This position requires a multitasker who can manage their time efficiently and effectively with a key focus on attaining results. The candidate must possess exceptional character ethics that boasts the principles of honesty, integrity and be of an industrious nature.

JOB DUTIES

• Conduct and execute all administrative functions of the Department that includes creation of Purchase Requisitions, Producing Purchase Orders, Issuing Purchase Orders, receiving and processing invoices, etc.
• Other administrative functions include document creation and control, completion of Capex forms, deviation forms and all other documentation within the Department as needed.
• Procure and obtain quotations according to the company’s procurement policies.
• Follow up with suppliers for payments and ensure payments are on time in full with consistent and frequent communication with all suppliers.
• Organize, schedule and host meetings and appointments with suppliers/contractors.
• Monitor and coordinate all service agreements and contractual services as needed.
• Resolve administrative issues and update administrative systems to make them more efficient.
• Produce and distribute correspondence with suppliers/contractors.
• Administer and coordinate Facilities activities via the work request system and maintenance portal.
• Provide support for HSE, Fleet and Security Functions
• Provide support for all Development Projects that can include site visits, coordinating meetings, instructions to contractors, activity tracking, meeting notes, follow up actions, etc.
• Develop a system for management of Department’s materials, equipment and tools.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensure Office is adequately stocked with necessary supplies and equipment.
• Contribute to team effort by participating accomplishing related results as needed.
• Handle sensitive information in a confidential manner.
• Ensure quality control of services and operations through on site data collection and interactions.
• Data collection, data analysis, graphically formal presentations and maintenance of all department reports.
• Research, understand and create action plans for detailed technical systems of work for equipment, engineering and other faculties.
• Technical understanding and utilizing a systematic approach to problem solving is critical for development and the Projects of the Department.
• The ability and willingness to be independent, take initiative and practice the principles of Project Management will be an asset.