Facilities Manager

SUMMARY:
Our client in the property sector is looking for a Facilities Manager who will be responsible for managing multiple strategic functions of building operations and maintenance of facilities in the Sandton Central and Sandton and surrounds portfolio.

POSITION INFO:
Reporting Manager
The Facilities Manager reports to the Portfolio Manager.
Direct Subordinates

The position, currently has the following direct report:
- Building Manager (x4)

Budget Responsibility
Ensure all costs are in accordance with budgetary restrictions and monitor budgets accordingly.

Duties and responsibilities
- To optimize the life span of the buildings by determining the maintenance requirements
and creating a maintenance plan within the allocated timeframes at optimal costs while
continually re-evaluating.
- To manage the implementation of planned maintenance activities and ensure ongoing
execution by project managing the entire process.
- To provide technical and operational support and assistance to the Portfolio, Centre, and
Operations Managers.
- To ensure compliance to statutory regulations, policies, and procedures by conducting
inspections and liaising with tenants to assist with non-compliance.
- Monitor BO installations, take-on inspections, and take-back inspections.
- To project manage the refurbishments, redevelopments, additions, and redecorations of
buildings.
- To manage and coordinate staff activities and deliverables (Operations, Assistant Ops
Managers and Handymen), by ensuring compliance to policies, upskilling staff, and
effectively using the company performance and development management system. To
share all relevant information with the team as well as provide support (answering
queries and providing advise).
- To perform administrative functions such as issuing of orders and processing of invoices
in accordance with the company procurement policy.
- To liaise with clients, responding to queries in quick turnaround times and generally manage the client-landlord relationship.
- To effectively manage service providers, to ensure effective and efficient service
delivery in a cost-effective manner and in line with good business practices.
- To conduct building inspections to ensure standards are maintained.
- To identify opportunities to optimize the performance and efficiency of the building
(i.e., water saving initiatives – greening initiatives) and to ensure the delivery of high value-add recommendations.
- To monitor, investigate and report on optimum recoveries on all utilities, including the
required meetings.
- To ensure procedures are in place to mitigate and manage risk, ensuring buildings are
compliant to prescribed legislation, implement corrective action when required.
- To ensure timeous and accurate report writing.
- Preparation, Implementation, monitoring, and reporting on capex and OPEX budgets.
- Ensure proactive life cycle management of all assets within the Portfolio.
- Ensure year on year proactive maintenance planning of all assets within the Portfolio.
- Oversee RIMS proactively with the Ops team.
- Oversee the client Maintenance Service Desk effectively and drive Statutory and
Preventative schedules. Managing reports & follow up.
- Procurement – Align supplier management / procurement with GPT objectives.
- Track SLA’s and ensure implementation thereof.
- Oversee Asset Register with Ops Managers.
- Oversee Roof Schedules in conjunction with Ops Managers.
- Oversee Sprinkler schedule in conjunction with Ops Managers.
- Oversee SAPOA Records and Property Information schedules.
- Oversee Small Works Rates and facilitate the small works RFP.
- Assist in the recruitment of technical staff for the sector.
- Manage Performance management and KPIs of service providers.
- Share knowledge and information across sectors and regions in improving collaboration.
- Leverage technology advances to ensure best practice implementation within the
Portfolio.
- Assist with sustainability plan and roll out of initiatives.
- Ability to read and track income statement movements, including analysis of accounting
transactions.

Experience & Qualifications
- BSc. Property Construction Studies / FM Management Degree and five years of experience
with a technical tertiary institution such as a QS, Architect.
- Green Building Accredited Professional or a relevant Built Environment Certificate plus
minimum 10 years’ Facilities and Built Environment experience.

Competencies
- Computer literate (full MS suite), advanced Excel skills.
- Computerized Maintenance Management Systems (CMMS).
- Excellent verbal and written communication skills.
- Well-developed interpersonal skills.
- Budget management and report writing skills.
- Project and Time management skills.
- Technical building maintenance skills.
- In depth understanding of market trends.
- Strong organizational abilities, accuracy, and attention to detail.
- Knowledge of safety, fire, and emergency procedures.
- Knowledge of Occupational Health and Safety Act and relevant legislation and
regulations.
- Knowledge of SLA’s and lease agreements.
- Knowledge of basic technology in building (electrical, plumbing and construction).
- Knowledge of mechanical and air-conditioning systems.
- Knowledge of day-to-day operations, including hard and soft services.
- Knowledge of strong accounting principles are a prerequisite.
- Ability to implement COE standards and procedures.

Personal Attributes
- Professional team player.
- Intelligent self-starter who shows initiative and ability to work autonomously / with little
guidance.
- Flexible and adaptable with an ability to multi-task.
- Hard worker who works well under pressure and is deadline focused and results driven.
- Assertive and tenacious.
- Leadership qualities.
- Exceptional working relationship builder at all levels, with a consultative approach.
- Able to take personal criticism and thrive in an environment that frequently questions
and challenges.