This role forms part of the Facilities team, based at The Bay Hotel in Camps Bay.
The Role
As Facilities Coordinator, you’ll support the smooth and efficient running of the Facilities Department by coordinating maintenance requests, administration, suppliers, equipment, projects, and day-to-day facilities requirements.
This role is suited to someone organised, dependable and detail-oriented, with strong administrative and coordination skills. You’ll work closely with the Facilities Manager, technicians, suppliers, and internal departments to ensure facilities projects and maintenance requirements are completed efficiently, within agreed timeframes and to the required standards.
Key Responsibilities
Manage daily administrative and clerical activities within the Facilities Department
Maintain accurate records relating to maintenance, facilities activities, and projects
Coordinate maintenance requests and ensure appropriate follow-up through to completion
Assign technicians or relevant specialists to maintenance and equipment requirements
Coordinate schedules and calendars for the Facilities Department
Act as a liaison between departments, facilities staff, suppliers, and service providers
Coordinate and assist with special events and departmental requirements
Ensure effective communication and follow-up with internal departments and staff
Provide direction and information to vendors, facilities staff and service providers as required
Assist with payroll administration, including leave, shifts, and rosters
Manage and maintain internal lockers and key control for properties
Place orders for required supplies and equipment in line with approved processes
Monitor supply orders, maintenance activities and facilities expenditure against approved budgets
Coordinate the delivery and installation of equipment
Conduct routine inspections of storerooms and office environments
Support the Facilities Management team with tactical planning and departmental objectives
Assist with facilities, project and maintenance management requirements as needed
Manage smaller facilities-related projects and tasks as assigned
Identify opportunities to improve the efficiency of administrative and facilities processes
Ensure Occupational Health and Safety requirements and procedures are adhered to
Follow up on outstanding maintenance and facilities matters and ensure deadlines are met
What We’re Looking For
Grade 12 or equivalent qualification
Diploma or Certificate in Project Management or Facilities Management advantageous
Valid driver’s licence essential
Valid First Aid certification advantageous
Valid Fire Marshall and Evacuation certification advantageous
Previous experience in a facilities, maintenance coordination, or similar position
Familiarity with maintenance department duties, processes, and procedures
Strong administrative and organisational abilities
Excellent attention to detail and accuracy
Strong written communication and comprehension skills
Good problem-solving and information-gathering abilities
Strong relationship-building and teamwork skills
Ability to manage multiple tasks and priorities in a fast-paced environment
Accountable, dependable, and able to work independently
Strong planning, organising, and follow-up skills
Knowledge or understanding of Occupational Health and Safety requirements
Willingness to work overtime when operationally required
What We Offer
The opportunity to be part of a professional and growing hospitality and lifestyle group
Growth and development opportunities within VNL Facilities
Exposure to facilities, maintenance, projects and property operations
A dynamic environment where every day brings new operational challenges
The opportunity to work closely with a diverse team of internal departments, suppliers, and service providers
Competitive package aligned with experience
