Job Description

You will manage budgets, contractors, and staff, while also ensuring compliance with safety regulations and standards. You will possess a strong understanding of building systems and technologies, and have excellent communication, organisational, and problem-solving skills.
In addition to the above Purpose of Job, you may from time to time be required to perform duties for either Joint Venture Partner in relation to your facilities management skill set and expertise - in equal measure.
GENERAL

• Ensuring the smooth and efficient operation of a building''s systems, including maintenance, repairs, and renovations, while also managing budgets, contractors, and staff
• Developing and implementing preventative maintenance programs, providing frequent progress reports to client and stakeholders
• Explore and recommend innovative methods, based on best practices, in order to bring about cost-effective solutions

KPIs/KPAs
Facilities Management & Help Desk

• Pursuing job progress when calls and emails are logged on the Mybuildings/ MyHospital system program (Work order generation)
• Adhering to deadlines set by management
• Adhering to the criterion of helpdesk procedures
• Reporting to project directors or dotted line to management staff as directed within The company or Masingita in performance of the work objectives
• Follow ups and escalations of work orders daily.
• Following standards of the helpdesk procedures
• Guaranteeing supporting documents are attached to Mybuildings system
• Logging of complaints or other requests received from tenants for services to be rendered.
• Logging and completing job cards and closing of work orders.
• Interacting with suppliers, Facilities Managers, Building Managers and Contractors to ensure all parties deliver on objectives and are up to date with current issues/changes
• Updating management of recurring difficulties with service staff or contractors and providing a resolve to the issues at hand
• Escalations of unresolved logged matters to The company Management for assistance
• Rectify inquiries allocated by Management
• Project Management related duties such as supervising weekend work effected by contractors, supervising office division relocations to different floors as per management mandate and construction of new offices
• Responsible for preparing overtime reports for the handymen whenever weekend work needs to be scheduled and ensuring the client signs off for The company Management to invoice to Client
• Alert and available to attend to building emergencies after hours such as water shortages or flooding, power failure, lift failure emergencies & fire sprinkler relocations only if the Senior Facility Manager is not available to attend to these emergencies
• Understanding the Mybuildings program to generate requisitions, purchase orders and receipt purchase orders for payment Ensuring that coding and allocation of invoices are accurate
• Confirming that invoices are paid on time and in the most efficient manner
• Resolving supplier requests, problems and complaints related to the relevant accounts
• Submitting remittances to suppliers to confirm that monies owed to suppliers have been received Carrying out reconciliation of payments to suppliers statements on a monthly basis
• Processing and Payment of authorized invoices relating to the properties under management for payment in accordance with company policy
• Ensure that invoices are paid on time and in the most efficient manner Performing reconciliation of payments to suppliers' statements monthly
• Track up on outstanding invoices not received to ensure payment is made
• Safeguarding to ensure that all payment and reconciliation deadlines are met.
• Ability to work without supervision, assist with audit preparation and supply supporting documentation as requested.
• Keeping all documents diligently filed, as per filing system and archive files annually.
• Assist the FM to maintain the management of building services and statutes.
• Control source documentation and maintain the filing system.
• Administration and control of vender documentation.
• Ensure all assets comply and are maintained within the requirements of the Occupational Health and Safety Act, Local authority by laws and the SABS / SANS standards.

General

• Manage the reporting process of all incidents defined as "reportable" in terms of the Occupational Health and Safety Act.
• Manage service provider documentation as per the service provider procedure document.
• Complete risk inspection reports as per the OHS file per site.
• Perform vacation inspections.
• Manage and control all reactive purchase / work orders raised on the Mybuildings system.
• Maintain all mechanical, electrical, structural and civil aspects of each asset within the official investment strategy of each asset.
• Comprehensive annual building inspections on all full repair and maintenance leases.
• Maintain and update the fixed contract schedule by the 15th of each month and forward to financial department.
• Outstanding purchase orders to be managed and followed- up daily.
• Maintain asset register, PPM programs, scheduled events, incident reporting and broadcasting on Mybuildings
• Liaison between internal & external clients in a professional and cuties manner.
• Assure an effective communication protocol is in place on both THE COMPANY and Client side with peers, subordinates, senior managers, vendors and customers.
• Respond promptly and accurately to email and phone communications.
• Create required reporting and meeting notes in the timeframe required.
• Actively participate in meetings sharing ideas and solutions as may be appropriate

KEY COMPETENCIE

• Good understanding of financial reporting
• Understanding of project management principles
• Ability to troubleshoot and resolve technical issues
• Leadership and team management skills
• Ability to work independently and as part of a team
• Ability to handle multiple tasks and prioritise

QUALIFICATIONS AND EXPERIENCE

• National Diploma / Degree or B Tech in Engineering: Civil /Electrical / Mechanical or related formal qualification
• Matric (Senior Certificate)
• Valid SA Driver's License
• 5 to 10 years relevant Engineering/ Technical Management/ Property Management
• Good knowledge of Occupational Health & Safety best practice and methodologies
• Strong Proficiency in relevant computer packages (MS Office) and software packages
• Excellent attention to detail and numerate accuracy

Skills Required