Job Description

POSITION PURPOSEThe 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 client disciplines in the FM space.ESSENTIAL FUNCTIONS AND BASIC DUTIES1. 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 but not limited to 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. Ensure sufficient reporting and information systems in place to support the business (BI and MIS)
m. Procurement management
n. Management of staff and contractors in the facilities management area
o. Manage and review all Personal Protective Equipment (PPE) for all facilities management staff and contractors3. 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 requirement.
b. Ensure regular updating of BC documentation
c. Oversee testing of BC Plans i.e. simulation, component testing and end-to-end testing of systems and processes.
d. Review and update BC plans in order to align with client policy requirements.
e. Formulate teams as per BC requirements.
f. Provide necessary feedback as deemed reasonable
g. To act as the Facilities controller/coordinator 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.
h. 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/client is provided with appropriate facilities that are safe, efficient and correctly insured within client and statutory guidelines, under the direction of the client FM lead and Buildings Committee.
b. Ensure all Real Estate are maintained in a habitable, Healthy & Safe and Secure state.
c. Work with Facilities team as well as with OHS Officers to supervise all maintenance works done at properties with approved service providers taking applicable local legal requirements into consideration (BEE SA).
d. Work with client management to ensure that space conforms to country regulations, client standards and more important long term strategic plans.
e. Ensure that records as reflected in the appropriate System (Broll On-Line but not limited to) for the client sites and are reviewed and updated as floor plans and space requirements change.
f. Manage the relationships with Landlords/ Managing Agents for all applicable sites being serviced.
g. DailysSite visits to maintain appropriate and required functionality and quality.
h. Manage all necessary other requirements.5. Assumes responsibility for Record Management
a. Ensure to provide appropriate operational support to the 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 (ISO9001) are adhered to in relation to how records are classified, catalogued and stored.6. Assumes responsibility for Security Support (only if part of scope)
a. Implement and/or maintain security systems identified regarding the compliance to physical security of all buildings occupied by client in accordance with the client 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 client 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 the client 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 client sites are in place and implemented.
c. Ensure OHS Officer/Local Management have adequately trained client resource to meet client requirements.
d. Work with OHS Officer to ensure OHS Policy and Statements of Intent are current and in place.
e. Works with OHS Officer to prioritize spend/audit items to ensure compliance with client 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 client 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 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 finances 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 exception for any expenditure falling outside of the Budget the recent9. 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 and client facilities are well maintained and secure and meet the needs of the Company and client.
6. Client operations are efficiently and cost effectively administered.
7. Current and future client 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
Preferable: Relevant tertiary qualification in Operations Management, Human Resource or tertiary qualification in Security / Safety / Facilities Management/Business Management/Project Management/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.
5 to 10 year in Project Management and/or Management roleSKILLS/ABILITIES:
Excellent leadership abilities.
Able to organise, coordinate, and direct team activities.
Strong problem solving skills.
Good communications skills.
Good understanding of a multidiscipline and technical environment
Able to use all related maintenance equipment and computer applications
Good software and data skills
Good MI and executive reporting skills
MS Suite skills
Structured and organized
Good communication skills

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