Facilities Manager

SUMMARY:
Effective planning, management and monitoring of all aspects related to the Facilities Management of the assigned site to ensure that quality standards are maintained and continually improved. To ensure strong customer relationships are built and expectations are met and managed.

POSITION INFO:

PURPOSE OF JOB

Effective planning, management and monitoring of all aspects related to the Facilities Management of the assigned site to ensure that quality standards are maintained and continually improved. To ensure strong customer relationships are built and expectations are met and managed.

Responsible for:

• The Facilities Manager is responsible for executing on policies and work procedures for the technical, client facing, and retail related facility functions on the assigned site and to ensure good corporate governance is maintained.
• Assume overall accountability for the planning, scheduling, monitoring and executing all maintenance related aspects, building information management systems, planned inspections and auditing of buildings.
• Be accountable for the management of the operational activities of the various disciplines including but not limited to staff management, financial management and budgeting as well as any other related management issues.

KPA’S & KPI’S

Administration & Management of Portfolio

• Professionally and effectively, and in accordance with specific policies and procedures, administer and manage the facilities management services on campus in respect of;
• Processing of internal & external written and telephonic communications.
• Formulation of monthly Technical Services reports, task briefs and expenditure applications.
• Daily efficiency of the help desk.
• Effectively utilize, manage and control computer software programs essential for the professional management of building assets, repairs and maintenance operating costs
• Professional and efficient utilization of internal & external human resources by;
• Monitoring, evaluation and appraisal of internal (direct) and external (indirect) human resource work performance
• Evaluation of recommendations in respect of Approved Contractors list
• Attendance and full participation in the following;

▪ Property Management meetings

▪ Development Project meetings

▪ Service Provider liaison meetings

▪ Internal and external training courses & seminars

▪ Services Management Meetings

• Professional and efficient application of human resource and industrial relations procedures and principles

• Implementation and utilization of company Policies and Procedures, Technical Specifications and Terms and Conditions of Contract documentation
• Procurement – implement and manage the procurement process.
• Co-ordinate and manage the auditing process.
• Control and manage documentation handover for New Developments / upgrades.
• Manage, document, and record all electrical compliance Certificates for the respective buildings and file all original certificates

Occupational Health and Safety

• Review, develop and manage all company health and safety policies and objectives and be familiar with the applicable laws and regulations.
• To support and coach the staff with the latest health and safety legislation and regulations and increase H&S awareness at all levels within the Company.
• To act as a liaison with all government related bodies and regulating agencies.
• Arrange regular meetings with Health and Safety representatives. Ensure policies are adhered to. Ensure training is adequate and up to date.
• Give monthly reports on incidents, near misses, injuries, and corrective actions taken to avoid the same incident to occur in future.
• Responsible for developing OHSA. COIDA, reporting.
• Work with appointed 16.1 and 16.2s in all areas.
• Perform SHE internal compliance audits. Review and document non- conformances.
• Align policies with international standards ISO14000 and ISO18000 where applicable to the organization.
• Manage and assist external audits by customers or authorities as required.

Financial Budgeting and Cost Control

• Professional, efficient and accurate formulation, management and control of financial budgets and budget expenditure in accordance with Policies & Procedures in respect of;
• Annual building asset Repairs & Maintenance budgets.
• Annual evaluation and updating of planned maintenance budgets.
• Planning, controlling and management of approved budgets in respect of;

▪ Repairs & maintenance budget and expenditures

▪ Planned maintenance budgets

▪ Facilities Management cost allocation and recovery and budgeting

▪ Order and invoice expediting, approval & ongoing communication

▪ Accurate evaluation & adjudication of Tenders/Quotations.

• Application of Expenditure & Authority Limits Procedures and Policies

Utility & Energy Management and Control

• Effective management & control of energy and general utilities in respect of;
• Acquisition & approval of all energy/utility services.
• Logging of consumption / utilization trends, follow-up and control
• Execution of energy audits, expediting justification approval and implementation of recommendations
• Initiation of / participation in Energy Audit, Projects and implementation of Energy / Green Building rating systems

Risk Management

• Effective management & control of risks in respect of machinery, plant, equipment, fire services and electrical reticulation as follows;
  • Conducting of Annual Building inspections in order to, among other, determine Statutory compliance and asset integrity
  • Implementation and availability of “on site” statutory registers and inspection records as required/legislated
  • Outsourcing and controlling the management and planning of statutory required inspections and examinations
  • Annual risk management inspections conducted on all buildings
  • Effective reporting & follow-up on reportable incidents as defined by the Occupational Health & Safety Act.
  • Participation in safety programs implemented
  • Carry out annual Risk Assessment surveys and submit reports to clients
  • Effective management control of Tenant & general public health, welfare and safety through the implementation and applying the OHS Act, Regulations and By-laws

Technical Support and Service

• The provision of competent Technical Services support to all Customers in respect of;
  • Attendance of required meetings
  • Effective involvement and participation in new developments, revamps, TI’s, inspections, handovers, etc. as requested / required by development/Property Departments
  • Daily and timeous liaison and feedback to all Customers in respect of deficiencies, scope of work, service requests, plant performance, etc.
  • The provision of competent Services support to all external customers and service Providers in respect of;
    • Effective and timeous liaison with clients & follow-up action
    • Effective & timeous liaison with Service Providers in order to ensure, on and off-site, query resolution and the rendering of the best service
    • Fair and equitable utilisation of Service Providers in terms of Company Properties’ Policies and Procedures.
    • Effective liaison with local authorities & Government Departments, on and off-site

Maintenance of Building Assets

• In accordance with each building asset’s official investment strategy and Company’s minimum benchmarks, maintain buildings efficiently, effectively and financially optimally in respect of;
  • All mechanical, plant, machinery and equipment
  • All HT and LT electrical reticulation & related equipment and machinery
  • All aspects of civil & structural elements of the building asset fabri
  • All electronic security access & fire control systems and associated plant, machinery and equipment
  • All garden reticulation equipment & associated plant and machiner
  • All lifting equipment, lifts, escalators & passenger conveyors and associated electrical reticulation, plant, machinery and equipment
  • Conduct annual building condition audits on all triple-Net buildings in the portfolio
  • Carry out building due diligence surveys for internal and external clients.

QUALIFICATIONS AND EXPERIENCE

• Grade 12 (Matric), BSc in Property Studies, diploma or degree related to facilities and infrastructure management
• If the candidate is a Qualified Electrical / Mechanical Engineer or Qualified Technician with a minimum of N5 would be advantageous           
• Minimum of 5 - 8 years’ experience in a Facilities or Property industry
• Be an Accredited Facilities Professional registered with Safma
• Retail experience is considered an advantageous

SKILLS AND COMPETENCIES ESSENTIAL TO THE POSITION

Personal Attributes

Very strong communication skills,

Innovative thinking and ability to follow process,

Dynamic and enthusiastic,

The ability to interact professionally with individuals at all levels of staff,,

Ability to make decisions

Competent time management skills,

Professional attitude and capability and personal initiative,

Ability to work independently

Business

• Complete self-motivation and self-starting capabilities.
• Exceptional business and people skills.
• Strong team abilities.
• Total reliability.
• Time management.
• The highest level of client and business confidentiality at all times.
• Ability to ensure that the standards, disciplines and procedures of the company are strictly maintained
• Ability to assist with the preparation to a budget.
• Results focused.
• Ability to lead people and a level of business maturity commensurate with that of a professional person.

Human Capital

• Transparent honesty.
• Reliability.
• Positive Attitude and highly motivated
• Lead by example.
• Assertive and effective communication.
• Sensitive to client and staff requirements and problems.
• Ability to create a professional office environment
• Organization and planning skills.
• Lateral Thinker
• Creative problem solver