Centre Liaison Coordinator (Client Services) at 25th & Staffing

Africa's largest provider of Customized & Private Offices, Desks and Meeting Rooms is looking to hire a proactive, collaborative, and reliable Centre Liaison Coordinator with 2-4 years proven experiences in property/facility management (hotel, gyms, membership clubs) to be responsible for the smooth running of the assigned Centre and the professional delivery of services to all clients. The Centre liaison coordinator will also be responsible for managing the activities of their subordinates.

Duties and Responsibilities                                                                                                                                                                    

Facilities management
Liaise with Head Product control
Ensure safe and well-maintained facilities to enhance the experience of all members and guests.
Manage all janitorial and housekeeping functions.
Manage the schedules of staff/contractors responsible for cleaning and housekeeping.
Daily cleaning
Weekly deep clean
Pest control
Plant maintenance
Ensure that staff complete any required cleaning and maintenance check lists.

• Manage the cleaning program to the agreed Covid Protocol and ensure Covid -consumables.
• Monitor the air conditioning in the Centre and client’s server rooms daily and attend to any temperature’s fluctuations immediately.
• Responsible to arrange and achieve all scheduled preventative maintenance on premises and equipment, including regulatory requirements like health safety, fire safety etc.
  • HVAC
  • UPS
  • Fire Systems
  • FM200 system
• Implements and updates the approved facility refurbishment in accordance with guidelines set out by the management team.
• • Maintain an inventory of tools, supplies, consumables, and stock of daily use items.
  • Ensure lock down procedure is followed by all when on duty.
  • Ensure Liaison with the Building management regarding.
    • Building Access Control (Office & Parking)
    • Cleanliness of the communal washrooms
    • Power and Air conditioner failures and services (Keep record of all failures and repair times)
    • Any other issue
  • Repair of any faulty item in Centre (after approval of Quote)
• Member management
  • Ensure contracts for new members are signed up prior to occupation
  • Oversight responsibility for day one planning and experience
• • Manage induction of all new members.
  • Liaise with staff to ensure members are properly settled in
  • Attend to members’ day to day administrative requirements
  • Must at all times offer pleasant support for any direct queries from clients
  • Responsible for escalation and closure of client complaints.
  • Tour of Potential clients
• Personnel management
  • Ensure staff are well versed in company policies, procedures and products
  • Ensure good working environment with teamwork and good communication as priority
  • Coordinate the activities and duties of all support staff members
  • Coordinate staff leave and off days, keeping and maintaining accurate records of the same
  • Act as mediator between clients and support staff for resolution of any conflicts that might arise
  • Act as a mentor to all staff, by emphasizing professional, friendly, supportive behavior at all times
• Finance and Administration
  • Overall responsibility for monthly client billing communication to the central  finance team
  • Direct responsibility in managing and reconciling petty cash.
  • Maintain an up to date records of all clients on the provided systems and submit various reports as may be required
  • Oversight responsibility in ensuring the communication systems run adequately at all times – this will involve close liaison with IT
  • Direct responsibility in keeping HQ informed on all admin related matters at all times
  • Liaise with HQ on marketing requirements for the Centre.
• Other
  • Based at Reception desk, receiving visitors and clients.
  • Work with Head Product Control in co-ordination function on new build program
  • Procurement of items (consumables, client request etc.), obtain quotes and do procurement.

• Performance Measures                                                                                                                                                                   

• Decision Making/ Problem Solving/ Autonomy
• Measures effectiveness in understanding problems and making timely, practical decisions.
• Working on own initiative with contact from Supervisors as required
• Administration
• Measures effectiveness in planning, organizing and efficiently handling activities and eliminating unnecessary activities.
• Knowledge of Work
• Considers employee’s skill level, knowledge and understanding of all phases of the job and those requiring improved skills and/ or experience.
• Communication
• Measures effectiveness of listening to others, expressing ideas, both orally and in writing and providing relevant and timely information to management, co-workers and customers.
• Managing  Change and Improvement
• Measures effectiveness in adapting to necessary changes from old methods when they are no longer practical, identifying new methods and generating improvement in facility’s performance.
• Customer Responsiveness
• Measures responsiveness and courtesy in dealing with internal staff, external customers and vendors.
• Dependability
• Measures how well employee complies with instructions and performs under unusual circumstances. Includes attendance and time keeping, according to the roster.
• Safety
• Measure’s individual’s work habits and attitudes as they apply to working safely. Consider their contribution to accident prevention, safety awareness, ability to care for property and keep workspace safe and tidy.
• Employee’s Responsiveness
• Measures responsiveness in completing assigned tasks in a timely manner, in accordance with established standards, policies and procedures.
• Teamwork
• Measures how well the employee gets along with colleagues, respecting their rights and showing a cooperative spirit.
• Independent Action

• Measure effectiveness in time management as well as initiative and independent action within prescribed limits.

Job Requirements

• Qualification & skills

• Excellent written and oral communication skills - able to connect to all levels of staff/ members (senior to junior)
• Athletic – highly energetic and chatty in a professional manner
• Well presented –presentable  appearance, pleasant, maintains eye contact engagement and approachable
• Reliable and able to work over weekends when required
• Strong time management skills
• Basic analytical skills
• Strong attention to detail – point out not working/ out of standard/ old styling and escalate for improvement

Experience

• Required – at least 2 years working experience in the Facilities / Property Management industry
• Desirable – at least 2 years working experience in the hospitality industry (hotel, gyms, membership clubs, restaurant)
• Managed staff experience
• Experience dealing with international style clients
• Some experience in sales element
• Manage white collar and non-non reporter staff (by influence)