Facilities Manager

Main purpose / objective of the position:

The general function of the improvement district manager is to manage the district in accordance with the policies of the improvement district's board and management/executive committees. It is incumbent on the improvement district manager to promote the philosophy of City Improvement

Districts as private urban management initiatives and to seek to develop the most effective strategies relevant to the district and to do this while conforming to the approved budgets.

Working together with the ISM (Integrated Service Manager) and BM (Building Manager), the improvement district manager must act as a facilitator when necessary and contribute to the management of other urban problems such as taxi management, public transport, homelessness, informal trading, environmental and green rating management.

The position will require a basic understanding of Facilities Public Space Management or the ability to manage and work with the Facilities Management team on sites within the portfolio.

The improvement district manager will implement and facilitate action arising from the urban design framework policy, which details implications and key areas of action that will enable property owners to maximize potential benefits to the node. The improvement district manager may, from time to time, be involved in special projects both in his/her area of responsibility and in other improvement districts.

Experience/Skills/Knowledge required:

Administration

• Arrange all meetings of the board, executive, security, environmental forum, facilities management and marketing

• Prepare and circulate notices, agendas, reports, minutes, financial reports timeously

• Monitor the role of directors and committee members

• Make every effort to ensure a quorum is present for each meeting

• Ensure compliance with the Section 21 company's articles of association, MOI and constitution

• Monitor key dates in respect of Excellerate Managed Services contract with the improvement district - carry out all administration necessary to ensure and maximize the ongoing future relationship of Excellerate Managed Services with the improvement district or client.

• Seek ways to extend the borders of the district

• Monitor key dates in respect of service contracts with council and service providers - carry out all administration necessary to ensure the ongoing future of the improvement district

• Prepare, circulate and record correspondence and carry out general administration as required

• Develop, maintain and update a comprehensive data base of all relevant property information including ownership, erf numbers, tenancies, contacts, account details, type of business, land use changes etc

• Ensure all records, contracts, correspondence etc are kept in such a way as to ensure continuity of management

• Prepare documents and call for tenders as necessary for security and cleaning services

• Ensure appropriate documents are drawn up and signed when appointing consultants to assist with specific projects

Finance

• Prepare, control and maximize use of improvement district's budget

• Check and distribute invoices

• Check and control debtors and creditors

• Present management accounts

• Adhere to Excellerate Precinct Management internal systems

Marketing/ Public Relations

• Manage the marketing strategy in compliance with board resolutions

• Liaise with all local interest groups in order to address matters of common concern, including metropolitan authorities, government departments, resident's associations, business associations, other improvement district associations etc.

• Regularly meet with members and major tenants

• Send out written reports to keep members and tenants informed of activities in the improvement district

• Ensure proper use of the corporate identity

• Manage consultants appointed by the client as well as management of any tenders and contracts relating to the appointment of consultants

• Plan and co-ordinate events in accordance with the approved strategy

• Liaise with all media - print and electronic

• Develop and circulate printed material including an annual report and a regular newsletter

• Implementation of a signage/banner policy

• Implement public space proposal in conjunction with consultants to include street furniture, branded dustbins, banners, landscaping, hanging baskets etc

• Work with the ISM to ensure that all service providers understand their 'ambassador' role

Security, Cleaning, Environment and Maintenance

• Work closely with the ISM and BM to ensure that security and cleaning subcontractors are providing services in accordance with requirements as specified in the tender documents

• Work closely with the ISM and BM to ensure that council and the various utilities address all maintenance items timeously. Excellent relationships and contacts with council officials to be developed and maintained and ensure that all Visible Service Delivery meetings are attended by ISM.

• Ensure that a Disaster Management policy is developed for the improvement district and implemented

• Ensure that Environmental factors are considered which