The Associate will be responsible for providing operational and administrative support to the Facilities Management team, ensuring the smooth operation and maintenance of the Bank’s branches, offices, ATM locations and other facilities. The role will coordinate maintenance activities, follow up with service providers, monitor facilities-related requests, maintain accurate records and support facilities projects in line with the Bank’s standards and requirements.

 KEY RESPONSIBILITIES:

·       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.