SUMMARY:
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POSITION INFO:
The purpose of this role is to integrate people, place and process within the built environment with the purpose of improving the quality of life of people and the productivity of the core business. The role needs to ensure that it meets “first impression” standards that contributes to the innovative and leading brand that the Company is building. The Facilities Manager is responsible for overseeing all aspects of the Company’s own as well as any leased buildings and assets including plant, materials handling equipment and accessories related as mentioned under the Key Functional Responsibilities
Key Performance Responsibilities:
The Key Functional and Performance Responsibilities of the Facilities Manager includes but is not limited to:
• Passing the Excellence Charter Audit.
• Passing all other Regulatory Audits.
• Ensure regulatory compliance at all times.
• Actual financial performance exceeds budget.
1. Develop a Facilities Plan to execute the strategy
• Ensure that the facilities role within the business unit is aligned with the Company’s strategic design, ensuring
tactical and operational execution against the plan.
• Execute along the Company’s strategic plan.
• Planning, coordination, and tactical development to ensure long-term improvements of facilities.
2. Ammonia Refrigeration Plant - CAT A
Ensure the uptime of the refrigeration system, enabling the Distribution Centre to achieve the required temperatures for the respective refrigeration areas.
• Ensure that all lights in the plant room, cold rooms and chill rooms are operational.
• Take care of general housekeeping of the refrigeration plant room.
• Record the plant operating parameters.
• Record operating temperatures of the various refrigerated applications.
• Monitor the various evaporators, drip trays, pods and drain lines in the cold rooms, chill store and to ensure no ice build-up.
• Inspect the refrigeration plant for refrigerant and oil leaks.
• Inspect the refrigeration plant for unusual noises and vibrations from electric motors, pumps, and compressors.
• Record the compressors operating parameters.
• Inspect the oil level of the refrigeration compressors and pumps; record the oil levels on the checklist provided.
• Check the level of the refrigerant in the liquid receiver sight glass and record the levels on the checklist.
• Inspect electrical switchgear panels of the refrigeration plant for trip indications and record any faults on the checklist.
• Visually inspect there is water circulation in the evaporative condensers and ensure that water supply is still intact.
3. Regulatory Compliance
Ensure that the business unit achieves high scoring on the Excellence Charter Facilities standards, meeting all regulatory requirements as well as the custodian for the regulatory compliance records and upkeep which are inclusive but not limited to the following:
• ASIB & Fire System and Equipment
• Adhere to the national building regulations and Building Standards Act.
• Electrical COC
• Flammable Liquid
• COA Water Treatment and Filtration standards
• Key Technical Asset Maintenance
• Generator, Cooling Towers / Condensers, Solar System , Water Filtration System
• Ensure to have a clear understanding of local laws related to facilities, buildings, assets, safety, employee rights, and more.
• Ensure that the facility also develop and execute Environmental requirements.
• Meeting all insurance requirements.
4. Facilities Asset Matrix Schedule
Ensure holistic management of all assets, reporting weekly and monthly to the General Manager and National Facilities & Asset Manager to ensure the management and escalation of concerns within the business unit.
5. Project Management
Ensures that Project management principles are followed, communicating to all stakeholders to ensure the safety, on-time and in cost execution of all business units projects.
• Oversee and participate in local site projects.
• Interpretation and implementation of technical drawings.
• Oversee and leading subcontractors, to ensure quality, compliance, and on-time installations.
• Effective communication and Supplier management.
• Driving installations to completion within specified timeliness and budgets.
• Problem solving and decision-making abilities to address challenges effectively.
• Multitasking and managing multiple projects concurrently.
• Must have a firm grasp of project management principles and practices.
6. Asset Management & QSP
Responsible for ensuring that all facilities assets are maintained on an ongoing basis as per the manufacturers OEM to enable that the Company to meet its service delivery objectives.
• Responsible to ensure that quality standards are consistently maintained in accordance with manufacturer recommended, Regulatory Standards and with QSP requirements.
• Responsible for conducting monthly audit of assets and reporting.
• Responsible for truck wash bay and cleaning schedule as per QSP guidelines.
• Responsible for inspecting and sign off all repairs for quality assurance.
• Responsible for ensuring that all assets meet QSP requirements and passing of all related quality audits.
• Routine servicing and maintenance of physical assets or equipment per manufactures specifications, to prolong the usage of these assets.
• Daily inspections of physical buildings, assets, or equipment.
• Management a Preventative Management Program to ensure a lower cost of ownership and reduced downtime.
7. Risk Management
Ensures management of all facilities risk, to reduce the probability and impact of an event.
• Identify key risks in relation to the facility and technical systems and services.
• Ensure effective policies and procedures are in place to manage and minimise all risks and obligations.
• Update and develop contingency plans that reduce the overall risk exposure for the business.
8. ASIB & Fire Systems
Ensure compliance and certification on the ASIB and Fire Systems.
• Must understand the Automatic Sprinkler Inspection Bureau (ASIB) requirements and standards.
• Must possess a robust understanding of reading and interpreting technical drawings, this includes but is not limited to schematic diagrams, blueprints, and manufacturing instructions.
• Required to have a comprehensive knowledge of how various systems operate, including but not limited to valves, pumps, tanks.
• Must be familiar with ASIB inspections and reports.
• Respond to facility and equipment alarms and system failures, managing the process back in line to the required standard.
9. Supplier Management
Ensure the best-in-class suppliers work with for the Company to ensure that we meet customer and cost requirements.
• Ensure procurement compliance through the central purchasing structure.
• Suppliers are to be assessed annually on pricing as well as their capability in offering the required services to the Company at the most optimal cost.
• Preparing of Tender documents to assist Central Procurement to compare cost and service for various services and goods before choosing the best option for the Business, ensuring Central Procurement alignment.
• Management of all Suppliers on site, ensuring safety and ways of working compliance.
• Management of the external cleaning, security, and waste management services company.
10. Opex and Capex
Ensure that the best supplier is selected for the required service, optimising cost, service, capability, and long- term supplier support.
• Ensure fair value for money on repairs and maintenance requests and adhere to the company’s Asset
Management and Central Procurement Policy.
• Follow the company’s Opex and Capex process and get approval for the expenses.
• Account and report on facilities Opex and Capex spend, plan versus actual.
11. Finance Management
Ensure that the business unit meets its budget with regards to all aspects of managing the facility.
12. Health and Safety
Ensure that a safe and productive work environment is created so that all employees, visitors, and suppliers are kept safe when they enter the Company’s premises.
• Weekly, monthly, and annual safety drills and inspections are completed.
13. Technology And Sustainability
Ensure that the facility enable technology solutions to improve the management of facilities, reduce costs and increase the use of renewable energy.
• Extensive use of the building management systems as a tool to manage the building and facilities, monitor freezer temperatures daily, do data analysis, identify trends, and run exception reports to identify problem areas.
• Extensive use of the Facilities Business Management Systems to report monthly data on water and energy consumption and trend analysis.
• Solar – Monitor solar systems daily, data analysis, trends, and exception reporting.
• Sustainable Development – Work with development team on green building initiatives to understand parameters and on-going requirements in terms of performance and monitoring.
14. Administration
Ensure the management of administration requirements to support data.
• Prepare operations report monthly on performance against budget.
• Management of monthly Business Unit Sustainability report, including ESG data such as waste, energy consumption, water usage, solar performance, etc.
• Manage Service Level Agreements (SLA’s) with service providers and manage KPI’s.
• Manage operating costs within budget parameters and procure authorisation for all ad-hoc, un-planned and unbudgeted costs.
• Authorise the issuing of work permits to all contractors on site.
15. General
Ensure overall effective management and execution of all Facilities requirements for the Company to meet its overall business performance requirements.
• Daily inspections of physical buildings, assets, or equipment.
• Asset management and equipment uptime.
• Coordination of repairs of breakdowns, accidents, damages, and defects as reported or otherwise required.
• Perform routine and scheduled maintenance of DC including but not limited to painting, tiling, cleaning of gutters and general maintenance repairs including doors locks and door repairs.
• Record data for fault diagnosis, corrective and preventative maintenance, and condition monitoring.
• Perform general maintenance tasks.
• Perform ad-hoc tasks including but not limited to: office moves, escorting of Suppliers etc.
• Ensure that all the relevant job cards are completed and checked daily.
• Identify all maintenance concerns and provide the Line Managers with regular written and/or verbal feedback as required.
• Conduct OHS contractor’s safety induction and file inspections.
• Takes charge of all emergencies and ensures responsible back-up is available to take corrective action as necessary.
• Responsible for ensuring equipment resourced according to operations planning.
• To cultivate and maintain strategic third-party supplier relationships and service level agreements.
• Responsible for ensuring that quality standards are consistently maintained in accordance with manufacturer recommendations and company policies.
• Responsible to ensure that expenditure is appropriately accounted for and managed within budget.
• Responsible for maximising useful life of plant and materials handling equipment.
• OHS compliance.
• Administration and reporting.
• Utilities Management and reporting
• Ensure timeous processing of invoices.
16. Function Rating & Score
• Various KPI Targets must be reached.
• KPI’s will be based on the overall facility assets utilities projects etc.
The above list is not exhaustive, and you shall be obliged to perform subsidiary tasks in addition to the primary tasks for which you are employed. The Company undertakes to ensure however, that these subsidiary tasks will be within the training and experience or occupational capabilities of yourself and that you shall not suffer any loss of remuneration or status for work performed on subsidiary tasks
Personal Skills and Competencies Required:
• Attention to detail, systematic and thorough excellent communication skills.
• Good problem-solving skills.
• Good time management skills.
• Ability to multitask and work under pressure.
• Confidentiality.
• Service orientation and Sustainability expertise.
• Strong analytical mindset, critical thinking, and adaptability.
• Exceptional leadership, decision-making, and organisational skills.
Minimum Requirements:
• 5Years experience as a Facilities Manager role within a Similar FMCG environment
• Must have 5years experience in FMCG with an Ammonia Plant maintenance.
• Relevant Facilities Management Qualification: SAFMA / UCT / A4FM / CFM
• Senior Certificate with Bachelor’s degree – advantageous.
• Ammonia Refrigeration Plant SAQCC Cat A – safe handling and inspections
• Ammonia Refrigeration Plant SAQCC Cat B – registered qualified technician - Advantageous
• Ammonia Refrigeration plant Diploma Course
• Basic Project Management
• Maintenance, Life cycles and Budgeting
• Compliance and Occupational Health and Safety
• Intermediate to advance Computer skills in MS office suite.
• Financial Management Space Planning Building Maintenance
