Building Supervisor (Cape Town)

SUMMARY:
To assist and engage the Property Services Manager in the monitoring of all aspects related to the management of the buildings and inspection of work to ensure that quality standards are maintained or improved.

POSITION INFO:

General

• To assist the Property Services Managers in all aspects of site facilities.
• Monitor and control service maintenance requests and works.
• Assist the Property Services Manager with managing and effective controlling of the general and preventive maintenance program.
• Assist and monitor the tenant instillation process for new and renewed tenant leases.
• Assist and monitor all contracted services and vendor suppliers.
• Monitor and supervise maintenance employees to ensure maximum performance and compliance with all policies and procedures.
• Assist the Property Services Manager prepare back-up information for operational reports.
• Responsible for all other duties as assigned by Property Services Manager
• To undertake any other duties as may be required by the level of the post, and as required by the National Operations Manager and Property Services Manager.
• The post holder will ensure compliance with all health and safety requirements.

Administration Management

• Attend to tenant’s general comforts. Ensure that all requests are dealt with swiftly. Where the company is not responsible for the interior of the leased premises it is important to assess the complaints/requests and to determine the responsibility for repairs. Where unsure it must be escalated to the Service/Property manager to resolve
• Control source documentation and maintain a filing system per building. This relates to the building specific files where the monthly inspection sheets, fire registers, incident reports are kept. These files must always be up to date with all the relevant documents.
• Obtain approval for budgeted and unbudgeted expenditure applications for all work orders issued to service providers in line with authority limits document.
• Manage the key register and key box for each building. Ensure that there is a key box at the helpdesk for each property and that there is a key register in place. Audit the key register monthly.
• Ensure completeness of lift registers monthly.

Risk Management

• Manage and inspect statutory compliance requirements to ensure that all fire equipment is serviced on an annual basis. This must be recorded and filed in the building files
• There is adequate signage in the emergency exits and to ensure the passages are free of any obstacles. Must be recorded and filed in the building files
• The emergency generators are always fully operational by doing a weekly ''no load’ test and a monthly ''full load'' test. Must be recorded and filed in the building files
• The emergency lighting, specifically the fire escape routes, in the building are checked on a weekly basis. Must be recorded and filed in the building files
• The fire alarm and our PA system is always fully operational. The smoke detection panel in the building is fully operational and there are no false alarms indicated on the panel. Must be recorded and filed in the building files
• The fire pumps are always fully operational by testing them on a weekly basis. Must be recorded and filed in the building files
• Reporting and recording of all incidents that occur at any of the buildings under management and ensure that all incidents are recorded in writing and filed in the building file, and that a copy is sent to the Service Manager Must be recorded and filed in the building files
• Maintain a high standard of housekeeping and attention to detail. Report all irregularities to the Helpdesk and inform the Service Manager of any problems. Follow-up to ensure that the problems are resolved
• Complete risk inspection reports as per the OHS file per site. Ensure that the reports are completed within the time frame and ensure that the report is filed.
• Make safe any unsafe condition by taking the appropriate steps to control the situation by barricading or evacuating the area. Once the area is safe, co-ordinate and manage the situation until such time that management or the emergency services, takes control of the situation. Ensure that it is recorded in writing.

Financial Management

• Outstanding purchase orders to be managed and followed-up daily. The MyBuildings Running sheets must be audited on a weekly basis to ensure that all jobs are attended to. This task is done in conjunction with the helpdesk operator and status changes on the WO’s must be updated daily.
• Submit budgets requests or ad-hoc repairs in accordance with the set time schedule and process. When requested by PSM to get the necessary information and to present the documentation in an orderly manner
• Technical Reports for manpacks’. This will be an executive summary of all the items that needs attention on the various buildings. This must coincide with the quarterly building inspection report.

Asset Maintenance & Management

• Manage/oversee and control/report all the contractual services per site. Ensure that all service items that is budgeted is serviced in the months that it is on the Scheduled Maintenance plan on MyBuildings.
• Perform entry/exit inspections and ensure that remedial work is done, or the cost of the repairs is obtained post the entry/exit inspection as per agreement with the PSM and PM
• Manage and control all ad hoc maintenance carried out at the various buildings daily. Ensure that the MyBuildings Running Sheet reports are used to track the outstanding job cards and follow up with the service providers on a weekly basis. This may be assigned to a handyman/supervisor where available.
• Ensure effective utilization of all handymen/supervisor for small maintenance or technical repairs.
• Obtain the necessary quotations for adhoc maintenance as and when required. Follow up on the status of the outstanding work and ensure that the job is completed up to the invoice.
• Ensure that a copy of the monthly building inspection report is presented to the PM

Service Provider And Staff Management

• Understand the staffing requirements on each site for the effective management of the cleaning, security, landscaping, waste management and general contractors accordingly.
• Manage all work performed by handymen and do performance review at periods not exceeding SIX months. This is effective 1 July 2011
• Review the weekly building inspections done by the handymen and ensure that the items raised is actioned.

Customer Service

• Liaison between internal & external clients in a professional and courteous manner.
• Communication and feedback to tenants, Property Manager and Service Managers on specific problems
• Ensure availability to attend to problems in the building infrastructure to provide tenant comfort at all times.
• Be available to show prospective tenants’ vacant space at the various buildings.

SKILLS AND COMPETENCIES ESSENTIAL TO THE POSITION

Important Characteristics

• Very strong communication skills
• Innovative thinking and ability to follow process
• Dynamic and enthusiastic
• Ability to work as part of a team
• The ability to interact professionally with tenants and landlord
• Be deadline driven

QUALIFICATIONS AND EXPERIENCE

Qualifications

• Grade 12 (Matric), or Technical qualifications related to facilities and infrastructure management

Experience

• Minimum of 4 years’ experience in a technical field and or property.