Facility Coordinator

GBS (Global Business Services) provides financial, human resources, audit and IT services to the British American Tobacco entities. Our category expertise, large capabilities and international operation makes us a unique business partner who excels in financial leadership and, therefore, offers great shareholder value for BAT.

If you have financial or HR areas background; you thrive when faced with a challenge and you are highly motivated; you want to develop your career in an organisation that will not only recognise the unique attributes you bring but will support your development and reward your contribution,
visit our website @ www.bat-careers.com

Required Core Competences:

- Background in Finance is mandatory
- Results orientation: focuses on targets, quality and deadlines
- Creativity/Innovation: Has the ability to come with new ideas, seizes opportunities and thinks “out of the box”
- Behavioral flexibility: has the willingness to accept changes and the ability to maintain effectiveness in a changing environment and within a variety of dynamic work situations
- Self starter : act in a proactive way in anticipating issue and go beyond what is expected from him, shows confidence and believes in his/her own capacity to achieve results and tackle problems
- Ethics and Integrity: “walks the talk”, abides by business conduct guidelines and ethics; deals appropriately with confidential data
- Exploring: appraises own strengths and weaknesses; has the willingness to develop his/her own skills, knowledge and behavior through on-the-job experiences and feedback from others
- Respect for the individual: demonstrate respectful behavior to other team members and external customer
- Works Standards – Excellence: sets high goals or standards of performance for himself and the organization. Is dissatisfied with average performance.

Key Accountabilities:

Facilities Accountabilities:

- Supervises and coordinates all maintenance service and repairs pertaining to building and related equipment, when these are reported.
- Takes charge of all emergencies and ensures responsible back-up is available in order to take corrective action as necessary.
- Implements all maintenance and general procurement (office supplies, beverages, etc…) of materials and parts, schedules installations and oversees that such repair are accomplished in a safe and timely manner.
- Maintains accurate records with regard to annual inspection of equipment and general preventative maintenance

Office Assistance:

- Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.
- Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
- Setting up of meeting rooms when required.
- Managing office stationery stock and replenishing according to forecasted requirements.
- Maintaining a good working relationship with suppliers.
- Responsible for checking deliveries and invoices for all items ordered.
- Administer the work assignments for technicians, vendors and contractors.
- Respond to problems in a tactful and expedient manner.
- Review price quotes for the procurement of parts, services and labor.
- Asset accountabilities
- Asset Tracking involves tracking of such physical assets such as furniture and other assets found in the office.
- Participate to the reception of fixed assets.
- Participate to the periodical assets physical check.
- Keeps track of assets movements / changes / disposals.
- Oversee asset disposition process.
Purchasing agent:

- Initiates the Purchase Order Requisitions
- Acts as purchasing agent after a purchase is approved.
- Verifying that prices on supplier invoices agree with prices on purchase orders, and resolving any differences between the two.
- Assisting with invoice approvals.
- Follow-up with Suppliers regarding status of Purchase Order deliveries, quality issue resolution.
- Expediting materials from suppliers and ensure on-time delivery.
- Liaise with Account Department on payment matters.

Safety and security assistant:

- Facilitates and promotes activities to create information security awareness within the organization in collaboration with the Health and Safety Specialist