Main duties

• Coordinate and follow up on day-to-day facilities activities across branches, offices, stores and offsite ATM locations.
• Receive, record, track and follow up on facilities-related requests, incidents and maintenance issues.
• Manage and monitor maintenance requests through the help desk/SysAid system and ensure timely resolution and closure.
• Coordinate site access and appointments with contractors, suppliers and service providers.
• Obtain and maintain intervention, completion and service reports and ensure accurate updating of maintenance trackers.
• Liaise with contractors and service providers to monitor scheduled maintenance, repairs, attendance and work progress.
• Collect and maintain quotations, invoices, service reports and other supporting documentation.
• Assist with the preparation of approval papers, purchase orders, RFQs/RFPs, evaluation documents and project-related reports.
• Support the monitoring and renewal of leases, fire certificates, insurance, road taxes, licences, maintenance agreements and other facilities-related requirements.
• Assist with facilities projects, including office moves, space reconfiguration and other assigned projects.
• Maintain appropriate records, databases, spreadsheets, correspondence and filing systems.
• Coordinate archives activities, including the registration, deposit, retrieval and return of document boxes.
• Monitor kitchen provisions and toiletries and coordinate transport arrangements where required.
• Supervise cleaners and tea ladies and escalate recurring or urgent issues to the Facilities Officer/Coordinator.
• Ensure facilities activities comply with applicable health, safety and Bank standards.
• Support the team in ensuring that facilities-related processes and regulatory requirements are completed within prescribed timelines.

Prerequisites

• Minimum A-Level or equivalent qualification acceptable to the Board.
• At least 3 years’ relevant experience in a corporate environment.
• Understanding of soft and hard facilities services.
• Experience in facilities administration, maintenance coordination or a related environment will be an advantage.
• Good working knowledge of administrative processes and documentation.
• Ability to work effectively in a fast-paced, process-driven environment.

Skills

• Strong organisational and administrative skills.
• Excellent written and verbal communication skills, including the ability to communicate technical information clearly.
• Good follow-up and coordination skills.
• Strong attention to detail and accuracy.
• Ability to prioritise tasks and meet deadlines.
• Good problem-solving and negotiation skills.
• Ability to work independently and as part of a team.
• Strong interpersonal skills and a customer-service mindset.
• Active listening skills and the ability to understand and respond appropriately to requests.
• Proficiency in Microsoft Office and ability to work with databases, spreadsheets and facilities management systems.
• Proactive approach with the ability to identify and escalate issues promptly.