Job Description

Job Summary
Facilities Manager (Stellenbosch) Finance/Admin ~ Other
Stellenbosch - Western Cape - South Africa
ENVIRONMENT:
ENSURE the properties/ buildings in your portfolio are at all times safe, healthy and fully functional as the next Facilities Manager sought by a dynamic firm who specializes in investments and managing commercial property. You will ensure compliance and adherence to company policy, National Facilities Management Strategy and industry regulations within your portfolio and the execution and monitoring of all Service Level Agreements and signed leases. Applicants will need Grade 12/Matric with a relevant Facilities Management related tertiary qualification (Construction or Mechanical or Technical or Drafting) & 3-5 years relevant experience (Commercial, Retail and Industrial) with intermediate technical knowledge - Fundamentals of building, mechanical, technical and soft services), a solid understanding of the management of Soft Services, the OHS Act & ISO 9001 Quality Management.
DUTIES:
Submit building condition assessment report

• Conduct and compile building condition assessment report - To be conducted annually.
• Identify any repair and maintenance and or renovations requirements.
• Conduct initial costing for the required repairs and maintenance.

Compliance and execution of Facilities Management Strategy, Company Policies and Industry Regulations -

• Ensure that all Asset Registers and Planned Preventative Maintenance schedules are accurate and up to date.
• Ensure that all PPM schedules and services are executed on time and according to Service Specifications as supplied by the Technical Manager.
• Manage the successful delivery of an integrated facilities management solution, as per the FM strategy, policy and procedures, to clients effectively.
• Ensure that all relevant work permits have been issued before work commences on site.
• Ensure that all OH&S requirements are implemented according the SHEQ policy.
• Understand, implement and manage all Service Providers, according to the stipulations in the various SLAs and Service Contracts.
• Adherence ISO 9001; 14001 & 18001 Quality, Environmental and Health & Safety Standards.
• Emergency and Disaster Preparedness: Ensure that the appropriate policies and procedures are in place and that staff are provided with the necessary mentoring and training on an on-going basis.
• Conduct regular property inspections (Quarterly Property Inspections, Vacant Land Inspections, Entry and Exit Inspections).
• Ensure that all relevant work permits have been issued before work commences on site.

Effective management of all Facilities related services and contractor -

• Ensure that calls are logged and tickets raised with relevant suppliers and/or staff via the Help Desk when equipment is faulty and/or require service, if services are performed below standard or when OH&S issues have been identified, and resolve within the SLA priority timeframe.
• Managed all fabric repairs, replacement of lighting, and stock-control of lighting consumables.
• Co-ordinate all electrical, plumbing, structural, etc. maintenance and repairs, as well as minor ad hoc projects.
• Ensure that all job cards are signed off subsequent the work or service has been inspected and confirmed that it meets the required standard.
• Review SLAs and performance with Service Providers and in-house staff and report any non-conformances to the relevant Manager at HO.
• Ensure that the document library is maintained and updated at both regional and Head Office and in accordance with the agreed requirements.

Provide accurate Monthly Reports as required by the NFM -

• Report on open tickets.
• OH&S issues.
• SLA performance.
• Ad hoc works progress.
• Budget vs Actuals.
• Any other topics as required.
• Make recommendations to increase cost and operational efficiencies.

Tenant Installation & Repairs & Maintenance (versus project work / renovation) -

• Responsible for managing all Capex within budget.
• Calculate and compare costs for goods and services to maximise cost effectiveness.
• Oversee and manage Repairs & Maintenance works.
• Sign off completed work (as per scope of work and quality).

REQUIREMENTS:
Qualifications

• Grade 12 / Matric.
• Appropriate tertiary Facilities Management related education (Construction or Mechanical or Technical or Drafting).

Experience/Skills

• 3- 5 Years relevant experience (Commercial, Retail and Industrial).
• MS Word, MS Excel, MS PowerPoint, MS Outlook & MDA.
• Intermediate technical knowledge (Fundamentals of building, mechanical, technical and soft services).
• Understand the management of Soft Services.
• OHS Act.
• ISO 9001 Quality Management.

Advantageous -

• Project Management qualification.

ATTRIBUTES:

• Demonstrate initiative.
• Proactive.
• Supervisory skills.
• Strong customer focused.
• Team player and build sustainable relationships.
• Deadline driven and highly motivated.
• Quality awareness.
• Innovative.
• Relationship building.
• Stress tolerant.
• Problem analysis.
• Organised and methodical.
• Good written communication.
• Planning and scheduling/objective setting.

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