SUMMARY:
The Facilities Manager is responsible for managing the team to ensure 100 % compliance in accordance with relevant legislative requirements with regards to the facilities function
POSITION INFO:
1. Occupational Health and Safety
• Produce and implement robust procedures, processes, instructions, and guidance documentation as required to ensure continuous and consistent compliance with workplace and building related legislative duties, and with corporate health and safety guidance and premises management standards.
• Identify and deliver improvements to existing processes to ensure accurate and consistent auditable records that satisfy legal requirements.
• Undertake risk assessments as required to identify risks to health and safety and demonstrate compliance with statutory requirements, drawing up action plans to address shortcomings and thereafter following up and monitoring control measures and corrective actions through to acceptable resolution.
• Work closely and collaboratively with the Facilities Building specialist, Facilities Project Manager, Maintenance Manager and SLA &Vendor manager to achieve continuous and auditable service delivery compliance across Facilities.
• Compile and present reports to senior management.
• Provide monthly compliance reports for all branches.
• Ensure branches comply with the requirements. • Assist with the investigation of incidents to establish root cause and develop required action plans with relevant processes.
• Ensure internal records are kept with regards to incidents, near misses and accidents.
• Ensure effective close out of corrective actions, open incident reports, and significant site issues.
2. Procurement and Vendor Management
• Implement systems and procedures to manage risks, reduce costs and ensure quality and compliance to current procurement policy.
• Compile, negotiate and maintain service level agreements with the suppliers in line with the companies Procurement policy.
• Sourcing and selecting new suppliers.
• Management of the supplier performance to requirements (maintain vendor QMS)
• Negotiation of contracts and service level agreements • Identifying new components and obsolescence with the suppliers
• Managing contract reviews and terminating arrangements
• Audit POs in accordance with the requirements of procurement policy.
• Updating the management with pricing information.
• Liaison with the suppliers to ensure delivery dates are being met and communicating any changes to the relevant departments.
• General organization and administration relating to the purchasing of materials.
• Managing team and vendors according to Planned Work Orders.
3. Facilities / Operational accounts Management
• Liaise with Finance division and vendors in respect of all billing related issues always ensuring agreement by relative parties.
• Manage the facilities dept administrators and their process:
• Liaise with vendors and/or suppliers with respect to administrative requirements e.g. Issuing of orders for work, receive accounts from vendors timeously, and verify accounts. Enter account details onto respective internal databases, for processing and record. Allocate the accounts to internal cost centers, and present for sign off to line manager. Forward to finance for payment. Ensure that accounts are paid timeously in terms of contractual agreements. Monthly reconciliation of accounts.
4. Security / risk Management
• Developing and implementing risk and security policies, protocols, and procedures
• Oversee all onsite surveillance, access control and other fire/ security equipment.
• Maintenance of the above-mentioned equipment.
• Plan and coordinate security operations for specific events
• Review reports on incidents and breaches • Manage risks to the company (minimize, eliminate or mitigate risks)
• Create reports for management on security and risk status.
• Propose measures to reduce, eliminate or mitigate risks to the company!
• Investigate on-site allegations and report on findings accordingly.
• Handle and resolve Staff and Client complaints.
• Attend to and manage all afterhours callouts. Must be 1st responder onsite to all call outs.
• Report on all callouts to the Senior Facilities manager via incident reports
5. Document and Mailroom management
• Ensuring the effective processing of all property title deeds for home loan files:
• Collection of outstanding title deeds from attorney panel
• Manage the onsite and offsite storage in accordance with the requirements.
• File and retrieve information from home loan files timeously for the different business needs. Mailroom and Courier services
• Security control of mail equipment. Management of registered mail (inbound and outbound including tracking items). Follow up of queries/missing items. Investigate possible misuse of postage services and report findings. Identify cost saving procedures and report to manager. Manage the daily distribution and receipt of mail. To control all items to be dispatched from the mail room to internal recipients. Ensure delivery to recipients timeously.
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