The purpose of this role is to ensure maximum, efficient operation of facilities, site and office administration, as well as the care of all buildings, grounds, and equipment.
- To optimize the life span of the buildings by determining the maintenance requirements and creating a maintenance plan within the allocated timeframes and optimal cost while continually re-evaluating.
- Ensure service strategies, sourcing plans and contracts are in place for each service to be rendered.
- To manage the implementation of planned maintenance activities and ensure ongoing execution by project managing the entire process.
- Manage the operational scheduling, supply chain, materials and projects team to deliver business and customer expectations whilst driving forward continuous improvement.
- To provide technical and operational support and assistance to the Portfolio, Centre, and Building Managers.
- To ensure compliance to statutory regulations, policies, and procedures by conducting inspections, liaising with tenants to assist with non-compliance.
- To manage newly vacated premises by conducting take-back inspections and actioning the request to reinstate, ensuring these items are fixed and billed accordingly and the property is reinstated to an approved quality and standard.
- To project manage the refurbishments, redevelopments, additions, and redecorations of buildings by liaising with the Development department.
- To manage and coordinate staff activities and deliverables (Building Managers and Handymen), by ensuring compliance to policies, upskilling staff, and effectively using the company performance and development management system. To share all relevant information with the team as well as provide support (answering queries and providing advice).
- To perform ad hoc administrative functions such as issuing of orders and processing of invoices in accordance with the company procurement policy.
- To liaise with clients, responding to queries in quick turnaround times and generally managing the client-landlord relationship.
- To effectively manage relationships with service providers to ensure effective and efficient service delivery in a cost-effective manner and in line with good business practices.
- To conduct building inspections to ensure standards are maintained, micro manage the service providers when areas are not up to standard and escalate when non-conformance.
- To identify opportunities to optimize the performance and efficiency of the building (i.e., water saving initiatives - greening initiatives) and to ensure the delivery of high value-add recommendations.
- To monitor and investigate red flags that have been escalated in terms of utility bills.
- To ensure procedures are in place to mitigate and manage risk, ensure buildings are compliant to prescribed legislation, implement corrective action when required.
- Provide excellent customer service and ensure customer satisfaction.
- Create weekly/monthly reports and KPIs.
- Accurate Monthly and quarterly reporting.
- Budget Responsibility
- To provide input into the budget creation, ensure all costs are in accordance with budgetary restrictions, and manage budgets accordingly.
- To compile and manage the capital expenditure budget as well as track variances/savings.
- Must have a Mechanical or Electrical qualifications or Quantity Surveying or Architectural (Degree or Diploma) or a Facilities Management.
- 8 years experience
- Experience in the Facilities Management (Advantage)
- Strong negotiations skills
- Ensure systems are updated
- Weekly/Monthly reports
- Proactive and attention to detail
- Adaptable and flexible
- Knowledge of scorecard & application thereof - hands-on involvement in all 7 scorecard elements - coordinate, collate and be able to direct information.
- Networking with internal and external customers and suppliers
- Maintain a maintenance plan for building/terrain
- Leadership experience with at least 3 - 5 years
- Strong organizational skills and attention to detail are required.
- Highly developed analytical and problem solving skills.
- Experience working within an ISO quality plan.
- Managing personal efficiency - manage competing priorities in a challenging environment, minimizing non-value-added complexity or paradox.
- Initiating Action - Taking prompt action to accomplish work goals; taking action to achieve results beyond what is required; being proactive
- Promoting and Achieving Safety - responsibility to ensure that Safety and Security are seen as imperatives for the Group
- Performance and Responsibility - action to manage all changes or to mitigate the uncertainties occurring as a result of change to achieve the Group's objectives.
- Decision Making - analyze and summarize information including value-added suggestions from others to develop optimal solutions.
- Customer Orientation - recognise and analyze the customers' needs, expectations and priorities and propose valuable, reliable, and competitive solutions
- Adaptable - Maintaining effectiveness when experiencing major changes in work responsibilities or environment (e.g., people, processes, structure, or culture); adjusting
- effectively to change by exploring the benefits, trying new approaches, and collaborating
