Job Description

Minimum requirement

• Diploma or degree in construction of Project Management related.
• A diploma or degree with financial modules will be advantageous.
• Professional membership / Chartership in the facility/construction management industry would be beneficial.
• Min of 5 years in a Facilities or Operations Management role, including management of public open spaces (part of the Property Owners Association).
• Experience with the implementation of all regulations applicable to the industry and in particular implementation and management of Health and Safety Regulations.
• Proven high-stakeholder management experience (internal and external).
• Prove staff management including mentoring, succession planning, and all related aspects of human capital.
• Proven tenant management skills, tenant relationships skills, and experience within the asset property management environment.

Responsibilities:
Financial Management

• Preparation of annual and five-year budgets (zero-based) including capital expenditure and planned and preventative maintenance. The process includes detailed building inspections, and obtaining quotations from suppliers and contractors in respect of buildings and open space. Thereafter the operations manager analyses the reports, prepares the findings, and submits detailed reports and budgets.
• Presents budgets to the line manager and relevant management team to review and input into life cycle planning and preventative maintenance.
• Prepares and presents the Capital Expenditure budget to expand business efficiencies and profit.
• Manages the upkeep and maintenance of assets and open spaces within the approved budget for area of responsibility and agreed authorization levels, this includes detailed input into the monthly rolling forecast process and valuation budgets.
• Prepares and presents technical budget to management for input and review. Manages monthly budget control and variance reporting with respect to the expense budget.
• Review, submit, and present the annual operational and valuation budgets within the specific deadline.

Asset Maintenance Management

• Implements planned, preventative, and emergency maintenance actions to ensure a top-class building and open spaces including tenant and user satisfaction in collaboration with the Property Management team.
• Manage the operational team to ensure that all activities of contractors, suppliers, and handymen are managed to ensure client needs are met and issues are resolved timeously and in line with the terms and conditions of the lease.
• Ensures all statutory compliance by tenants, operational team, and contractors.
• Investigate and implement the innovative use of technology.
• Monitor and report on utilities and implement energy savings strategies in line with the company's sustainability policies.
• Maintain all mechanical electrical structural and civil aspects of each asset within the official investment strategy of each asset.
• Management and monitoring of utilities such as water electricity and gas to prevent loss of income and to correct.
• Establish, maintain, and sustain collaborative relationships with all the relevant local authorities and any other state government agencies to facilitate information sharing, provide input and advice, and undertake follow-up actions to achieve organizational objectives.

Strategic Relationship Management

• Builds and maintains relationships within the Property and Development industry as well as with government and other business stakeholders to grow and develop a strong business network to achieve strategic objectives.
• Strategic stakeholders management of tenants with a focus on relationship strengthening and long-term sustainability.

BBBEEE and Transformation

• Manages SLAs and vendors in line with BBBEEE strategy to achieve set targets.
• Manages the tender process in the appointment of new vendors.

Customer Service

• Deals with client complaints and requests as and when required and in collaboration with the Property Manager and other members of the team.
• Provides support to the Property Management team by ensuring that client requirements are resolved timeously.
• Maintain good relationships with all the stakeholders both internal (property management) and external (clients, local authorities, contractors, suppliers, and members of the public.)

Admin and Reporting

• Manage the process of providing monthly detailed operational reports timeously and in the format required by the Portfolio Manager.
• Attends the monthly property management meeting for all assets and open spaces under management and provides verbal feedback on all current issues including all risk items and RFC/cashflow feedback.
• Performs regular building and common area inspections with the relevant operational manager and compiles reports for analysis and decision-making purposes.
• Maintains records of all applicable regulations, including OHS-required documentation (checklists).
• Ensure that the operational team keeps and updates records of information required for the creation of asset registers.
• Manage the outstanding purchase orders process to ensure turnaround in line with specified policy timeframes.
• Adheres to all internal policies and processes.
• Risk Management:
• Ensures compliance with relevant Acts with specific reference to Health and Safety regulations.
• Ensures compliance regarding Occupational Health and Safety requirements for all staff and contractors.
• Controls, manages, and governs the processes and systems within the area of accountability to ensure compliance and minimize business risk.
• Implements all auditor recommendations in accountability and resolves audit findings timeously.
• Design, approval, implementation, and maintenance of policies within the area of responsibility.

Reporting

• Review security reports.
• Review my building's reports.
• Provides input and detailed feedback on operations review monthly during the monthly property management meetings.
• Provide budget variance reporting to the property management team at the above meeting each month. This includes the assistance in providing details for the 3-year RFC.
• Review monthly sustainability reporting and implement proactive measures as a result provide feedback at the monthly property management meeting (standing agenda item).
• Review annual building inspection reports and provide recommendations.
• Review annual SLAs and increases.
• Review annual OSH reports and provide guidance.
• Review and comment on Ad hoc insurance inspections (including recommended implementation by the insurance company).

Human Capital

• Identifies training and development needs and proactively selects effective solutions to address development gaps.
• Ensures that a personal development plan is developed and implemented.
• Identify and obtain approval of staffing requirements in line with the approved organizational structure and budget.
• Responsible for the implementation and review of individual role profiles.
• Develop, obtain approval from Exco, and maintain the Organizational Structure.
• Manages headcount in line with approved Equity Plan.
• Responsible for ongoing performance management including bi-annual performance reviews, and any IR-related matters.
• Responsible for the implementation of individual development plans.
• Responsible for the development of the succession plan of the business unit.

ExecutivePlacements.com