Job Description

POSITION PURPOSE

The Facilities Manager will be responsible to review, create and manage systems, projects, programs and contractors to ensure that the facility services support the business goals and objectives of the company.

Responsible for the day to day management and supervision of all Facilities Management services, including general Administration, Servicing, Business Continuity Management, Health, Safety & Environment, Office Services and Maintenance for all sites within the area of control (South Africa).

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Assumes responsibility for Documentation, Policies and Procedures
a. Review and introduce policies, procedures and systems to provide and promote world class facilities services
b. Ensure building maintenance documentation is dated and correct.

2. Assumes responsibility for the following regarding Facilities Management
a. Ensure technical support services are functional and operational including mechanical, electrical, fire prevention, plumbing, quality management etc.
b. Manage services related to facilities including health and environment activities, hygiene, pest control, key management etc.
c. Management of a facilities helpdesk.
d. Interact with contractors and act as a project manager on facilities related roles including building alterations, emergency power supply, emergency related requirements etc.
e. Management and control of safety equipment.
f. Manage contractors involved in facilities/maintenance work at the premises.
g. To manage communication, administration, technical and maintenance support.
h. Ensure plant and equipment is maintained and functional
i. Ensure maintenance management services in terms of plant and equipment takes place.
j. To manage the company vehicles and drivers to ensure full optimization of resources and support internal and external role players
k. To manage postal services within the business
l. To manage PTT and TELCO aspects with regards to PABX and to manage IT/TELCO infrastructure
m. Management and control of switchboard equipment
n. Ensure sufficient reporting and information systems in place to support the business
o. Stationary management
p. Management staff and contractors in the facilities management area

3. Assumes responsibility for Business Continuity Management
a. Oversee planning and preparation of Business Continuity (BC) documentation in relation to Call Trees, Business Impact Analysis (BIA), Risk Assessments (RA), Business Recovery Plans (BRP) etc. as part of being the Business Continuity Officer for South Africa.
b. Ensure regular updating of BC documentation into the shared drive (eRoom).
c. Oversee testing of BC Plans i.e. simulation, component testing and end-to-end testing of systems and processes.
d. Review and update country BC plans in order to align with Global Business Continuity Management Policy (GBCM) requirements.
e. Formulate teams as per BC requirements.
f. Provide monthly feedback on country BC program to Head of Corporate Services - Africa and Chief Operating Officer (COO).
g. Provide a quarterly Self-Assessment on the country BC program and status to the BCM EMEA in UK.
h. To act as the Facilities controller during BCP and ensure that there is a database of contractors who will be able to provide the required level of assistance in a BCM scenario.
i. To manage any mobile facilities teams in a BCM scenario.

4. Assumes responsibility for the following regarding Property Management and Real Estate
a. Ensure the Business is provided with appropriate facilities that are safe efficient and correctly insured within AIG guidelines, under the direction of the regional functional leads.
b. Ensure all Real Estate in South Africa are maintained in a habitable, Healthy & Safe and Secure state.
c. Work with Facilities team as well as with OHS Officer to supervise all maintenance works done at AIG properties with approved service providers taking applicable local legal requirements into consideration (BEE - SA).
d. Work with Country Management to ensure that space conforms to local regulations, AIG Global Standards and more important local long term strategic plans.
e. Ensure that records as reflected in the CREST System for all sites in South Africa and are reviewed and updated as floor plans and space requirements change.
f. Manage the relationships with Landlords/ Managing Agents for all sites of AIG being leased.
g. Site visits to AIG sites across the country at least twice per annum.
h. Manage the RE portfolio by means of reviewing lease agreements in place.

5. Assumes responsibility for Record Management
a. Ensure to provide appropriate operational support to the in country Process Owner for the operational aspects of record keeping. This covers but is not limited to documentation categorisation, retention schedules and destruction including any off-site archiving processes and contracts for the Facilities Department.
b. Monitor and ensure that standards set out in the Country Manuals are adhered to in relation to how records are classified, catalogued and stored.
c. Monitor and ensure that the in country retrieval process is monitored and regularly reviewed to ensure costs are minimized.

6. Assumes responsibility for Security Support
a. Implement and/or maintain security systems identified regarding the compliance to physical security of all buildings occupied by AIG in accordance with the AIG Global Security Policy ensuring that:
o Standards are addressed in addition to the standards required under the local law and regulation.
o Ensuring and maintaining good housekeeping to meet all applicable safety and security requirements.
b. Manage and take appropriate responsibility for Emergency Preparedness Plans (EPP) for the department and the maintenance of all Personal Protective Equipment (PPE) issued to staff or business.
c. Ensure proper procedures are in place and monitored with regard to disposal of paper based waste so that Information Security as required by AIG is maintained throughout the disposal process.

7. Assumes responsibility for Occupational Health & Safety
a. Ensure together with the OHS Officer, compliance to the HSE policy ensuring it is implemented and that the local Health, Safety & Environmental regulations are complied with.
b. Ensure that the Emergency Evacuation Plans for all sites of AIG are in place and implemented.
c. Ensure OHS Officer/Local Management have adequately trained AIGl resource to meet AIG/Local requirements.
d. Work with OHS Officer to ensure OHS Policy and Statements of Intent current and in place.
e. Works with Local/Regional Management/OHS Officer to prioritize spend/audit items to ensure compliance with local/AIG requirements.
f. Work with OHS Officer to ensure timeous submission and approval of all Work Permits (Authorisation To Work), Change Requests (CR) and Critical Work Permits (CWP) for work undertaken on any AIG occupied premises.

8. Assumes responsibility for Financial Planning and Budgeting
a. Prepare, draft and submit annual GOE and CAPEX budget for the Corporate Services Cost Centre.
b. Manage the Corporate Services Cost Centre budget as approved for the Financial Year.
c. Work with Facilities Management Company or local management as applicable to identify within country, areas where savings can be achieved to reduce the current spend in the budget.
d. Submit Purchase Orders within Financial Remit.
e. Approve and sign off invoices for expenses within financial Remit.
f. Review and verify Real Estate (lease) invoices in line with Contractual Agreements.
g. Manage Contracts and spend pertaining to Office supplies and Office equipment/ Office Automation/ Courier Services/ Document Storage/ Corporate mobile handsets & data devices.
h. Review monthly/ quarterly budget status on spend and ensure actuals reporting. Have regular meetings with FPA team to manage the REALPTRN budget
i. Submit monthly accruals for monthly and quarterly Financial Close-Off.
j. Submit for approval an xe2x80x9cexceptionxe2x80x9d for any expenditure falling outside of the Budget the recent

9. Assumes responsibility for Audit and Compliance
a. Ensure adherence to audit and compliance requirements.

10. Effectively supervises personnel, ensuring optimal performance.
a. Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures. Discusses areas needing improvement.
b. Assigns and coordinates personnel. Directs daily operations.
c. Identifies, develops, and implements training programs as appropriate.
d. Conducts performance appraisals. Provides measurable feedback to assigned personnel and suggestions for improved performance. Formulates and implements employee corrective actions as needed.
e. Ensures that staffing levels are appropriate. Interviews, hires, and assigns personnel as necessary.

11. Assumes responsibility for related duties as required or assigned.
a. Ensures that work area is clean, secure, and well maintained.
b. Completes special projects as assigned.
c. Reports on Operational expenses, foot traffic, security incidents etc.

PERFORMANCE MEASUREMENTS

1. Good communication and coordination exists with departments. Assistance is provided as needed.

2. Procurement policy is fully complied with.

3. Senior Management is appropriately informed of area activities and of any significant problems.

4. Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.

5. Company facilities are well maintained and secure and meet the needs of the Company.

6. Centre or Property operations are efficiently and cost effectively administered.

7. Current and future Centre or Property needs are well planned and budgets are established and maintained.

8. Effective business relations exist with vendors, contractors, and trade professionals.

EDUCATION/CERTIFICATION:
Minimum Matric Certificate or equivalent qualification
Relevant tertiary qualification in Operations Management or tertiary qualification in Security / Safety / Facilities Management. (Preferable degree level qualification.)

EXPERIENCE REQUIRED:
5 to 10 years experience in a facilities management role
5 to 10 years experience in a similar operational environmental management role.

SKILLS/ABILITIES:
Excellent leadership abilities.
Able to organise, coordinate, and direct team activities.
Strong problem solving skills.
Good communications skills.
Able to use all related maintenance equipment and computer applications.

Broll Property Group