As a Facilities Coordinator, you are the "Boots on the Ground" and the primary face of HBD for our tenants and physical infrastructure. You are the frontline defender of our facility standards and the first responder to the complex operational needs of our properties. Your mission is to ensure that the built environment of our 50+ properties remains premium, fully functional, compliant, and seamless.
You recognise that the technical excellence and operational efficiency of our property portfolio is the engine that funds the preservation of the critically endangered Renosterveld; by maintaining our properties to a world-class standard and ensuring tenant satisfaction, you directly support the sustainability of our conservation mission.
Key Technical Focus Areas
1. Ticket Management & Fault Diagnosis & Systems Resolution
You are the technical engine that drives the resolution of daily maintenance issues and preventative facility care.
- The monday.com Engine: You own the daily management of your facility tickets. You review, technically diagnose, update, and close tasks on monday.com, ensuring no infrastructure or occupant request is left unanswered. A ticket is only "Closed" when the system is fully operational, compliance is verified, and the physical site is restored to HBD standards.
- Outside Assistance & Internal Escalation: You are responsible for identifying the correct technical path to resolution. This involves sourcing and managing specialised external contractors for complex mechanical, electrical, or plumbing (MEP) repairs, or escalating to the internal Infrastructure Team for major structural faults. Regardless of who performs the work, you remain the site owner responsible for technical oversight, access, and completion.
- Contractor Liaison & SLA Management: You identify the right technical contractor for the job, obtain competitive quotes, and coordinate site access, ensuring all external personnel adhere to site-safety protocols.
- Quality Assurance & Technical Verification: Your role is to physically verify that a contractor's work meets strict HBD technical specifications. Once verified, you provide the "Operational OK" to the Property Lead, who holds the sole authority to sign off the invoice for payment.
2. Asset Lifecycle, Compliance & Facility Turnover
You manage the technical integrity and "Change of Guard" to ensure a flawless experience during building handovers and vacancies.
- Technical Inspections: You conduct rigorous, detailed move-in and move-out inspections. You are responsible for identifying systemic wear, plant degradation, or damages, ensuring the property is "HBD-Ready" (fully compliant, electronically sound, and structurally pristine).
- Vacancy Plant & Property Checks: For un-tenanted units, you perform regular, documented technical site visits to ensure all building systems remain in peak condition. This includes monitoring HVAC units, testing backup power/solar systems, checking for hidden leaks, ensuring security networks are active, and maintaining "The Shine" so the infrastructure is always flawless.
- Occupant Technical Onboarding: You help occupants settle in, explaining the complex technical nuances of the facility (solar PV arrays, smart security systems, automated utilities) to ensure seamless operation from day one.
- Facility Access & Key Management: You own the physical and digital integrity of the HBD access systems. This includes maintaining the master key safe, programming electronic access codes, ensuring all spare sets for 50+ properties are accounted for, and managing the "Key Log" for external technicians. You ensure no access keys or codes are handed over to a new occupant until the Finance Lead has confirmed the "Financial Green Light".
3. Financial Accuracy & Procurement & Payment Processing
- Quote Collation & Cost Control: You are responsible for obtaining at least two competitive, itemised quotes for technical repairs and presenting them with your technical recommendation to the Property Lead for approval.
- Payment Balancing: You are responsible for processing payments related to your facilities and ensuring the "Balance of Payments" is accurate.
- Financial Verification: You audit contractor invoices to ensure they strictly match the original quotes, parts utilised, and that the technical work was actually completed to satisfaction before passing it to the Property Lead.
4. 24/7 Technical Standby & Infrastructure Protection
- Mobile Response: HBD is a 24/7 operation. You participate in the technical standby roster, ensuring the emergency phone is answered and critical infrastructure failures (e.g., power outages, major leaks) are triaged and contained immediately, even after hours.
- Asset Stewardship & Preventative Maintenance: You are the "technical eyes on the ground" for our physical assets. You proactively execute preventative maintenance checklists, looking for structural wear, security vulnerabilities, or utility inefficiencies before they become expensive emergency failures.
The Escalation Chain: Operational Support
- Level 1 (Direct Technical Resolution): You resolve standard maintenance tickets, minor MEP faults, and occupant queries independently.
- Level 2 (Financial & Technical Sign-off): You escalate all high-value quotes and verified technical invoices to the Property Lead. Your role is to provide the Lead with the "Site Proof" and diagnostic clarity required for them to authorise spend.
- Level 3 (Complex Infrastructure Faults): You escalate major structural, civil, or high-voltage technical failures to the Infrastructure Lead for expert engineering diagnosis.
Strategic Collaboration
- Property Lead: Your direct supervisor. They balance your facility workload, approve operational spend, and provide guidance on complex user interactions.
- Finance Administrator: You provide them with verified utility data, "Deposit Payback" asset assessments, and approved contractor invoices.
- Infrastructure Lead: You work closely with them, providing real-time "site reality" data, diagnosing systemic issues, and executing the technical schedules/SOPs they design.
- Revenue Lead: You work in lockstep regarding facility handovers. You ensure the facility infrastructure is flawless and the property is "Photography Grade," but you only release access methods once the Revenue Lead provides the final financial confirmation.
What You Must Bring to the Role
- Service & Operational Excellence: A "Hospitality First" mindset combined with technical professionalism—you enjoy solving complex physical problems and helping people.
- Advanced Technical Intuition: You have a deep understanding of how modern buildings work (HVAC, solar/electrical distribution, plumbing, smart security networks) and can spot a subpar or unsafe "bad fix" instantly.
- Organisational & Diagnostic Discipline: The ability to manage 20+ open technical tickets simultaneously without losing track of compliance, components, or minor details.
- The "Dragon" Mindset: You don't just "patch a leak"; you diagnose and fix the root cause. You take immense pride in the technical integrity and ultimate "Shine" of your facilities.
Work Location: In person
