Job details

Zutari: Co-creating an engineered impact.

Zutari is a well-established, management-owned engineering firm with almost 90 years' experience. As human-centred engineering consultants and advisors, we are trusted by our clients, business partners, communities and other stakeholders across Africa.

We co-create engineering solutions that have a positive impact and improve people's lives. Zutari values inclusion and recognises the importance of a diverse, talented workforce, believing that people need other people to succeed.

What kind of talent do we pursue?

We employ people with the right attitude and a positive mindset, who are motivated by doing the right thing, getting things done and share a sense of urgency. People who have an impact in our teams and broader community. People who think differently and connect with those around them to co-create new opportunities and leave a meaningful legacy.

The Facilities Coordinator is responsible for delivering exceptional front-of-house service, managing reception operations, coordinating soft services, fleet management, building maintenance requests, vendor coordination, compliance support and operational excellence. 

Role responsibilities

Facilities Operations Support

• Serve as the first point of contact for facilities operational support requests. This involves liaising with landlords, contractors, employees and other stakeholders regarding maintenance issues, repairs and facilities requests
• Log new requests, assess the nature of the issue and prioritise tasks based on urgency.
• Do regular floor walks to identify Planned Preventive Maintenance (PPM) activities and ensure calls are logged accurately.
• Schedule all Planned Preventive Maintenance (PPM) activities and ensure calls are logged accurately.
• Assign work orders to the maintenance team or external vendors (e.g. Electricians, plumbers) and monitor progress.
• Provide timely and clear communication updates to stakeholders on work order status and resolution timelines.
• Conduct Audit checks of calls closed and inspect completed work, signing off job cards when standards are met.
• Ensure all calls logged are closed within SLA.

Vendor and Landlord Management:

• Assisting with managing vendor and landlord relationships, tracking Service Level Agreements (SLAs) and quality service delivery.
• Escalate property and landlord related matters to Facilities Manager and liaise with the landlord representative for resolution and provide needed support to resolve the issue.
• Requesting quotes for contractor/Vendor repairs and operational equipment following the Delegation of Authority for approval.
• Oversee the performance of soft services, including cleaning, landscaping, pest control, security, catering services, internal plants and reception.
• Schedule Soft Services planned preventive maintenance (PPM) activities and log on Zdesk
• Negotiate discounted rates for external parking facilities and maintain agreements
• Monitor and assess the quality of services of contractors to ensure they meet required Service Level Standards (SLA’s)
• Address service failures and implement corrective actions promptly
• Conduct regular inspections of facilities to check cleanliness, safety and compliance.

Client and Stakeholder liaison

• Serve as a point of contact for clients and internal departments and/or stakeholders, addressing requests and concerns.
• Provide regular feedback on service delivery and operational performance.
• Coordinate meeting room set up including the arrangement of furniture and AV equipment 
• Coordinate catering arrangements for internal meetings

Health and Safety Compliance

• Ensure all soft services comply with relevant health, safety, and legislative requirements 
• Maintain accurate OHS documentation and follow up on outstanding checklists.
• Log reported compliance and governance issues as received from Health and Safety representatives, assess the nature of the issue and prioritise tasks based on urgency.
• Conduct regular floor walks to identify Planned Preventive Maintenance (PPM) activities and ensure calls are logged accurately.
• Coordinate staff parking allocations and maintain accurate records. 

Fleet Coordination

• Schedule and allocate vehicles to staff or departments, ensuring optimal utilisation
• Plan routes for efficiency and cost savings.
• Arrange regular servicing and inspections; track and manage repairs.
• Track fuel usage, reconcile fuel cards, and generate reports on mileage, fuel consumption, and maintenance costs.
• Ensure compliance with legal requirements (licenses, roadworthy certificates).
• Maintain accurate records of insurance, registration, and permits.
• Generate reports on mileage, fuel consumption, and maintenance costs.
• Assign drivers, verify licenses, and communicate schedules.
• Handle accident reports, insurance claims, and escalate to the facilities manager for the implementation of corrective action where applicable.
• Coordinate purchase or lease of new vehicles and disposal of old ones.
• Enforce fleet policies and educate staff on safe driving and vehicle care.

Administration and Reporting

• Maintain accurate records of documentation, compliance reports and certificates.
• Extract and compile reports for security, cleaning and catering services.
• Extracting Data from Z.desk and summarise reports for management.
• Upload OHS documents to the shared drive and ensure timely follow-up on all outstanding checklists.

Adhoc

• Assist at Reception when required
• Assist with Project requests when required
• Support in tasks as requested from Facilities Manager

Minimum requirements

• Grade 12 / Matric or equivalent - Essential
• Tertiary qualification in relevant discipline - advantageous 
• Certifications in Facilities Management - advantageous
• Minimum 3 years of experience in Facilities Soft Services and/or Help desk coordination.
• Knowledge of facilities management and fleet operations applicable 
• Proven experience in Helpdesk systems
• In-depth understanding of Vendor management

Skills

• Ms Office Proficiency - (Word, Excel, PowerPoint and Outlook)
• Communication skills - Ability to engage effectively with management and employees at all
  levels.
• Negotiation Skills – Capable of securing favorable terms with vendors and service providers for
  cost efficiency.
• Facilities Management Systems – Proficient in using tools Helpdesk systems
• Scheduling & Coordination – Skilled in planning preventive maintenance and coordinating work
  orders with internal teams and vendors
• Vendor Management – Ability to manage contractor performance and ensure compliance with
  SLAs and contractual obligations.
• Fleet Management – Skilled in scheduling, tracking, and reporting on vehicle allocation,
  maintenance, and compliance.
• Events coordination- Skilled in organising meeting setups, catering arrangements, and AV
  equipment for internal meetings. 

Competencies

•  Administrative Accuracy – Maintains precise documentation, certificates, and compliance
  records for all soft services and fleet operations.
• Customer Service Orientation – Maintains a helpful and courteous approach when assisting
  staff and visitors.
• Data Analysis & Reporting – Extracts and summarizes operational data to provide actionable
  insights for management.
• Health & Safety Knowledge – Understands legislative requirements and ensures compliance
  across all soft services and fleet operations.
• Problem-Solving – Quickly identifies service issues and implements effective corrective
  actions to maintain operational standards.
• Attention to Detail – Ensures accuracy in inspections, compliance documentation, and service
  quality checks.
• Adaptability – Responds effectively to changing priorities and unexpected challenges in
  service delivery.
• Collaboration – Works seamlessly with internal teams, external vendors, and management to
  achieve operational goals.
• Time Management – Prioritizes tasks and allocates time effectively to meet deadlines and
  service level agreements.

We believe that a diverse workforce is key to our business success.  We seek the best people for our jobs based on their skills, qualifications, and experience.  We embrace the principle of equal opportunity in employment, and we work towards eliminating all forms of unlawful discrimination in our employment practices.  In support of diversity and the equal opportunity principle, preference will be given to individuals from designated groups within South Africa.