Facilities Manager (Port Elizabeth)

SUMMARY:
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POSITION INFO:
ENVIRONMENT: A leading property management company is seeking an experienced Facilities Manager to oversee the general condition, safety and functionality of the buildings within an assigned portfolio. The successful candidate will ensure that all properties remain safe, healthy, fully operational and compliant with company policies, the National Facilities Management Strategy and relevant industry regulations.  The role includes managing service providers, executing and monitoring Service Level Agreements and lease obligations, coordinating maintenance activities, managing capital expenditure and delivering accurate operational reports.   DUTIES: Building Condition Assessments •       Conduct and compile annual building condition assessment reports. •       Identify repair, maintenance and renovation requirements. •       Prepare initial cost estimates for identified maintenance and repair work. •       Recommend appropriate corrective and preventative measures. Facilities Management and Compliance •       Ensure all asset registers and Planned Preventative Maintenance schedules are accurate and current. •       Ensure all planned maintenance activities and services are completed on time and according to the required service specifications. •       Deliver an integrated facilities management solution in line with organisational strategies, policies and procedures. •       Ensure all required work permits are issued before work commences on-site. •       Implement and maintain Occupational Health and Safety requirements in accordance with the organisation’s SHEQ policies. •       Manage service providers according to the requirements of applicable Service Level Agreements and service contracts. •       Ensure compliance with ISO 9001, ISO 14001 and ISO 18001 quality, environmental, health and safety standards. •       Maintain appropriate emergency and disaster-preparedness policies and procedures. •       Ensure staff receive ongoing emergency preparedness training, mentoring and support. •       Conduct quarterly property inspections, vacant-land inspections and entry and exit inspections. Contractor and Service Provider Management •       Ensure faults, service issues and Occupational Health and Safety concerns are logged through the Help Desk. •       Raise tickets with the relevant suppliers or internal employees and ensure matters are resolved within agreed SLA timeframes. •       Manage building-fabric repairs, lighting replacements and the stock control of lighting consumables. •       Coordinate electrical, plumbing, structural and general maintenance activities. •       Manage minor ad hoc maintenance projects. •       Inspect completed work and ensure all job cards are appropriately signed off. •       Review service-provider and internal team performance against agreed SLAs. •       Report service failures and non-conformances to the relevant management representatives. •       Maintain an accurate and up-to-date facilities document library at regional and head-office levels. Repairs and Maintenance •       Oversee and manage all repair and maintenance activities. •       Coordinate preventative and corrective maintenance across assigned properties. •       Monitor the quality, progress and completion of maintenance work. •       Sign off completed work after confirming that it meets the approved scope and quality standards. •       Minimise operational disruptions by ensuring maintenance requirements are addressed promptly. Tenant Installations and Capital Expenditure •       Manage tenant installations and associated repair and maintenance requirements. •       Take responsibility for capital expenditure and ensure projects are delivered within approved budgets. •       Calculate and compare the cost of goods and services to maximise cost-effectiveness. •       Monitor expenditure and identify opportunities to improve financial and operational efficiencies. •       Ensure completed work complies with the approved scope, budget and quality requirements. Reporting and Cost Management •       Prepare accurate monthly facilities management reports. •       Report on outstanding Help Desk tickets and their resolution status. •       Provide updates on Occupational Health and Safety matters. •       Monitor and report on SLA performance. •       Report on the progress of ad hoc maintenance work and projects. •       Track and report on budgeted expenditure against actual costs. •       Provide additional operational reports as required. •       Recommend measures to improve cost control and operational efficiency.   REQUIREMENTS: •       Grade 12 or an equivalent qualification. •       An appropriate tertiary qualification in Facilities Management, Construction, Mechanical Engineering, Technical Studies, Drafting or a related discipline. •       A Project Management qualification would be advantageous. •       Three to five years of relevant facilities management experience within commercial, retail or industrial property environments. Technical Skills and Knowledge •       Proficiency in Microsoft Word, Excel, PowerPoint and Outlook. •       Experience working with MDA or a similar property management system. •       Intermediate technical knowledge of building infrastructure, mechanical systems, technical services and soft services. •       Sound understanding of soft-services management. •       Knowledge of the Occupational Health and Safety Act. •       Knowledge of ISO 9001 Quality Management requirements. •       Understanding of ISO 14001 Environmental Management and ISO 18001 Occupational Health and Safety standards. •       Knowledge of Planned Preventative Maintenance programmes. •       Experience managing contractors, service providers, SLAs and service contracts. •       Sound budgeting, cost-control and reporting skills.   ATTRIBUTES: •       Demonstrates initiative and a proactive approach. •       Strong supervisory and team-management skills. •       Customer-focused and service-oriented. •       Able to work effectively as part of a team. •       Builds and maintains sustainable professional relationships. •       Deadline-driven and highly motivated. •       Strong commitment to quality. •       Innovative and solutions-focused. •       Able to remain effective under pressure. •       Strong analytical and problem-solving abilities. •       Organised, methodical and detail-oriented. •       Excellent planning, scheduling and objective-setting skills. •       Strong written and verbal communication skills.