Client Services & Facilities Coordinator (Based in Samrand)

Introduction

The Client Services & Facilities Coordinator is responsible for delivering an exceptional customer experience while ensuring that that companies offices, reception, meeting facilities, and customer-facing areas are maintained to the highest professional standard.

The role serves as the first point of contact for visitors, customers, contractors, and suppliers, coordinating reception activities, supporting operational administration, and monitoring the overall presentation, cleanliness, and readiness of the workplace.

The incumbent will work closely with the NOC, Facilities Manager, Operations, and other departments to ensure visitors are welcomed professionally, access procedures are followed, and the workplace reflects the standards expected of a world-class data centre operator.

Duties & Responsibilities

Client Experience & Reception

• Welcome and professionally assist all visitors, customers, contractors, and suppliers.
• Manage the reception area to ensure a professional, clean, and welcoming environment at all times.
• Coordinate visitor registrations, access requests, and host notifications.
• Ensure all visitors comply with the companies visitor and security procedures.
• Coordinate customer refreshments, including tea, coffee, cold beverages, and light snacks where appropriate.
• Prepare meeting rooms before customer meetings, ensuring rooms are clean, presentable, and fully equipped.
• Ensure customers are attended to promptly until their host arrives.

Visitor Access & Operational Support

• Coordinate with the NOC and Operations teams to ensure visitors receive the appropriate access permissions.
• Maintain accurate visitor records and ensure all access documentation is completed.
• Assist with coordinating customer site visits and data centre tours.
• Understand the different security zones within the facility and ensure access procedures are followed correctly.

Facilities Coordination

• Conduct regular inspections of reception, meeting rooms, kitchens, bathrooms, offices, and customer-facing areas to ensure they remain in immaculate condition.
• Monitor the overall appearance and cleanliness of the office environment throughout the day.
• Identify housekeeping, maintenance, safety, or presentation issues and promptly escalate them to the Facilities Manager or Head of Operations.
• Follow up on reported issues to ensure they are resolved within agreed timeframes.
• Ensure contractors and visitors adhere to office rules and only access authorised facilities and designated areas.
• Prevent misuse of employee facilities, including kitchens and staff-only areas.
• Monitor office consumables and coordinate replenishment where required

Administration

• Process and maintain administrative documentation, including Asset Removal Forms and other operational records.
• Coordinate courier collections and deliveries.
• Manage office stationery, groceries, refreshments, and hospitality stock.
• Maintain filing systems and administrative records.
• Provide general administrative support to the Operations, Facilities, and Finance teams.
• Assist with ad hoc operational projects as required.

Other

• Familiarize themselves with all Quality Management-related policies, procedures, and controls (e.g., ISO 9001, ISO 27001 depending on organisational scope).
• Support the implementation and enforcement of Quality Management (ISO)-compliant processes.
• Participate in internal audits, corrective actions, and continuous improvement initiatives related to Quality Management Systems.

Desired Experience & Qualification

Experience

• 3–5 years' experience in reception, office administration, customer service, hospitality, or facilities coordination.
• Experience within a corporate or professional services environment is preferred
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
• Experience using visitor management or access control systems is advantageous.
• Strong administrative and document management skills.

Education

• Grade 12 (Matric)
• A qualification in Office Administration, Business Administration, Hospitality, or a related field will be advantageous