Facilities Coordinator
  • Sandton, Gauteng
  • ADvTECH Support Office
Job Description
Overall Purpose of the Job:

To oversee and co-ordinate facility operations and services at the school or campus where they are based. The main responsibilities include:

  • Oversee the daily facility services and coordination of operations at the facility whether insourced or outsourced
  • Site Maintenance management
  • Provision of financial input for budgeting purposes
  • Resolve facility-specific issues and achieve KPAs specific to each facility
  • Management of relationships with stakeholders
  • Reports to the Area Facility Manager.
Educational Requirements:



Post matric qualification in built-environment disciplines of architecture, engineering, project management, quantity surveying, maintenance or construction management and/or facilities management.

Legal Requirements:

Drivers License and own vehicle.
Basic training in Microsoft Word, Excel, Outlook and PowerPoint.


Health and Safety courses.
Fundamental of Facilities Management training.
Maintenance planning and management short courses.

Work Experience Requirements:

2 to 3 years in a Facilities Coordinator/Supervisor/Junior Manager role.
2 years Planning, execution and administration within schools and/or tertiary facilities environment.


Output 1 - Facilities Operational Oversight:

Set facility-specific KPAs/Outputs in consultation with Area Facility Manager.
Plan and obtain the resources necessary to enable implementation of the KPAs/Outputs.
Oversee the implementation of plans for the facilities within their area of responsibility. Lead the staff within the Facility towards achieving the plans.
Measure and report on progress in accordance with defined reporting templates.
Proactively identify performance shortcomings or risks, report these timeously and institute corrective measures.
Regularly meet with Principals to report on facility-specific performance and give and receive feedback on relevant operations and tactical matters.
Review current operating practices and processes within the respective facilities and ensure alignment with the relevant area standards.
Take charge of all emergencies and ensure responsible back-up is available in order to take corrective action as necessary. Emergencies also includes acts of Gods, plagues and pandemics.

Output 2 - Maintenance Management:

Provide input to the preventive maintenance plans for the facility in accordance with ADvTECH developed standards and maintenance lifecycle plans.
Oversee the planning and implementation of preventive maintenance, whether insourced or outsourced.
Expedite any foreseen delays specifically in preventative maintenance prescribed by Law and mitigate any health and safety risks.
Co- ordinate the planning, scheduling and implementation of resources to assure restoration of functions within shortest period, where unplanned maintenance is required due to failure.
Ensure that staff have the required supervision, training, certification, health and safety understanding to perform the tasks required of them, where maintenance is performed by ADvTECH personnel.

Output 3 - Service Provider oversight (Outsourced and contracted):

Provide input into national/regional service specifications for those services to be outsourced.
Facilitate and support procurement and contracting of new providers and transitioning/exit of existing providers.
Monitor and measure Service Provider performance against contracted Service Level Agreements and reactively/proactively intervene to assure achievement of SLAs.
Meet with Service Providers on a routine basis for proactive contract management.
Report on Service Provider performance against SLAs and financial budgets.

Output 4 - Financial Management:

Provide input to the annual budgeting process for the Area and facility-specific budgets.
Provide input to the five-year maintenance refurbishment and replacement budgets.
Report on performance against budget, project future cost versus budget and advise on corrective measures where projections are exceeding budgets including savings on utilities.

Output 5 - Stakeholder management (Principals, Financial Administrators etc.):

Participate in facility / Site specific meetings with Principals and other stakeholders.
Report to Facility / Site Management daily on all operations affecting the education and resourcing businesses.
Manage relationships with the relevant stakeholders on site ensuring that their needs are responded to and met, timeously.

Output 6 - Staff Management and Development:

Determine human resource requirements and ensure that the Facility employs the right staff in line with the facilities standards.
Ensure identification of critical skills essential for sustainability of service delivery and succession plans for the facilities.
Oversee the development of the training and development plan for the facility.
Lead and supervise the Facilities staff on site in the achievement of set objectives, targets and deliverables.
Provide feedback and coaching to direct reports to ensure optimal productivity and foster growth, on an ongoing basis.
Drive performance management across the Facilities team.
Develop capability within the team to ensure continuity and build appropriate succession plans.


Execution, including planning, coordination and implementation/execution.
Customer orientation.
Decision making.
Problem Solving.
Leadership (incl. Capacity Building, Performance Leadership and Interpersonal Effectiveness).

Behavioural Attributes:

Objective / Fair.
Ability to handle pressure.
Solution driven.
Ability to multi-task.

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