Job Description

Eastern Cape, Port Elizabeth

Monthly Cost To Company (Market related)

Our well-known client in the property management industry is currently looking to employ a Senior Facilities / Operations Manager, to be based in Port Elizabeth.

A wonderful career opportunity awaits you.

Requirements:

• Matric, with a relevant tertiary qualification (advantageous).
• 10 or more years' experience in facilities management, with a sound understanding of all aspects of building and facilities management.
• Experience in operations management and financial management.
• Experience with contract management.
• Knowledge of the property industry.
• Knowledge of relevant building codes and legislation including SANS, Municipal by-laws, Occupational Health, and Safety Act.
• A valid Code (08) drivers license.
• Proficient in English.
• Computer Literate (Excel, Word, PowerPoint, Outlook) and Microsoft CRM is advantageous.
• Strong planning and organizational skills.
• Good written and verbal communication skills.
• Ability to develop sound relationships with colleagues, suppliers, and tenants.

Responsibilities and expectations, but not limited to:

Maintenance Planning:

• Prepare regular building condition audits with recommendations.
• Develop and manage 5-year long-term capital life cycle and maintenance plan.
• Analyse health and safety incident reports and devise a plan to mitigate risk.
• Conduct regular inspections to ensure properties are optimally maintained.
• Investigate and recommend improvements to building maintenance operational systems.
• Monitor and research trends in facilities management and introduce appropriate best practices.

Planned/Unplanned Maintenance and Repairs:

• Oversee the day-to-day operations of facilities including maintenance, repair, security, garden, and cleaning services.
• Prepare an annual Planned Maintenance programme for all properties.
• Schedule and assign all planned operational and capex works, including the scoping, procuring, and certifying works.
• Liaise with and support assigned contractors to manage the implementation of planned and unplanned maintenance.
• Manage tender award process, where applicable, including preparation of tender documents.
• Ensure the appointed contractor is appropriately qualified, has the necessary experience and complies with the applicable legislation.
• Take responsibility for certifying all outsourced work has been completed ensuring that quality, time standards and scope are met.
• Ensure appointed contractors comply with all Health and Safety, Construction, and regulatory requirements and that all related documentation is kept up to date.
• Maintain approved data base of service providers.
• Ensure emergency repairs attended to timeously based on policy.
• Actively manage selected large, planned maintenance projects.

Contract Management:

• Take responsibility for vetting, take-on, and oversight of service maintenance providers, including security and other soft services.
• Annually review appointed service providers performance and compliance with terms of contract (adherence to service levels, quality, cost, and time).
• Negotiate terms with new service providers including clearly defined service levels.

Utility Management:

• Take responsibility for vetting accuracy and completeness of municipal bills.
• Resolve queries and disputes with the local council.
• Ensure all utility costs are accurately recovered from the tenant in terms of their lease.
• Ensure all meters are accurately read on a monthly basis and anomalies investigated and resolved.

Financial Management:

• Prepare and recommend planned maintenance CAPEX and OPEX budgets and forecasts.
• Exercise budgetary control and report on variances against approved planned maintenance CAPEX and budgets including the corrective measures being taken.
• Manage planned maintenance spending in accordance with the organizations Maintenance plan.
• Authorise payments or recommend payments for approval.

General Duties:

• Review and analyse all health and safety incident reports. Plan quarterly OHS training interventions to continuously improve safety.
• Review and analyse all security incident reports from the security external service providers and implement interventions and/or adapt standard operating procedures where appropriate to improve the security protocols at complexes.
• Take charge of emergencies at properties and ensure appropriate action is taken to stabilize an emergency quickly and cost-effectively.
• Ensure tenants comply with their lease in terms of internal repairs and maintenance.

Please note should you not receive a response within two weeks of applying you may assume that your application was unsuccessful.

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