Summary:

The Facilities Assistant provides direct support to the Facilities Manager in the provision of proactive maintenance and responsive service for repairs and projects for all of the Corporation’s facilities. 

The incumbent is expected to review existing operational arrangements and to advance recommendations for value for money through proper planning and preventative maintenance.

Key Duties & Responsibilities

• Takes action to ensure that all assigned facilities are available for use, as required
• Conducts routine inspections at all assigned facilities, identifies any potential health and safety hazards and takes appropriate action in keeping with the Corporation’s standard operating procedures
• Liaises with the HSE Department to ensure that facilities are OSH compliant as far as is reasonably practicable
• Logs all jobs onto approved Facilities Division software and ensures that all relevant data updates are encoded, as necessary
• Assists in the evaluation of contracted goods and services highlighting instances where cost and/or quality falls below established specifications and makes recommendations, as necessary
• Inspects maintenance works and/or repairs in progress and appropriately records contractor /consultant/vendor performance that are not in keeping with manufacturer’s specification; approved scope of works; and/or formal contract.
• Ensures that the Facilities Manager is aware of contractor performance issues to facilitate corrective action being taken to address any deficiencies in the quality of services received
• Performs mandatory preventative maintenance and routine inspections as required
• Liaises with Contractors, Consultants and / or Vendors and coordinates delivery of materials, equipment, and supplies
• Tracks invoices for goods and services and submits for approval to the Facilities Manager;
• Conducts follow up to ensure that invoices are submitted to the Finance Division for processing
• Liaises with the Finance Division to ensure that Consultants/Contractors or Vendors are paid for goods and services completed according to specification(s)
• Undertakes daily inspections and advises of any security issues of concern
• Receives and investigates customers/ complaints and provides feedback as necessary; escalates to a senior official  when necessary
• Receives service requests and transmits same to the relevant personnel undertaking follow-up activities as required to ensure customer satisfaction
• Monitors operations at assigned Facilities and submits recommendations for improvements and/or cost reduction(s)
• Participates in all aspects of special events at assigned locations
• Assists in the preparation of Tender documents
• Conducts research, undertakes analysis and makes recommendations relevant to the acquisition of goods and services for use in assigned facilities
• Assists in ensuring the maintenance of Division’s records in accordance with the Corporation’s approved policies and procedures

Reports

• Prepares and/or presents technical/progress reports as required
• Performs any other duties related to the job function as may be assigned