Faclities Manager (Soft Services)

SUMMARY:
Position Summary
Co-ordination of all tasks and actions regarding general maintenance of building and garden as required to ensure facilities comply to standard and SLA’s.

POSITION INFO:
Key Accountabilities/ Principal Responsibilities
Primary Duties
Waste Management
Cleaning and Hygiene
Catering
Linen and Laundry
Pest Control
Helpdesk
Manage contractors
Client liaison
Invoicing submission and control
Management Reports
General Operations
Implement and adhere to Processes and Procedures

Secondary Duties
Maintain service levels
Complete customer focus
Pro-active inputs
Provide feedback and communication to Operations Manager

Staff Management
For HSE maintenance.
For administration of staff and appropriate record keeping.
For ensuring relevant procedures and work instructions are up to date, thereby maintaining a system of internal control.
To comply with the relevant requirements.

Manage Contractors
Ensure a valid Service Level Agreement (SLA) exists
Know all the SLA terms and conditions
Adhere to over-arching SLA and Contract Specification
Familiarise with site specific requirements.
Ensure proper service delivery
Performance measurement
If needed, institute non-conformances
Approve service schedules
Initiate and approve requests for service
Follow up on outstanding Helpdesk Work Orders and Requests

Client Liaison
Provide regular task feedback to client
Complete all / any client requests and ensure client satisfaction
Provide feedback to Account Manager, Operational Manager and Head Office
Ensure that satisfaction audits take place as per contract
Address complaints relevant to responsible services

Invoicing Control
Compare invoices to Work Orders
Approve payment within specified time frame
Forward to internally nominated person
Familiarize with the approved invoicing procedures and abide by them
Ensure timeous submission of invoicing by Contractors.
Manage annual increases of Contractors vs Budget actuals

Management Reports
Complete monthly Management Report highlight all operational issues and comment on the status of such issues
Report on status of projects
Report on staff
Highlight concerns
Make recommendations or submit request for assistance.
Input into HSE reports

General Operations
Ensure all operational outputs are noted
Timesheet management
Manage on-site expenditure
Communicate all operational aspects to staff
Ensure that client has been made aware of any operational changes
Make recommendations on any operational issues that need to be altered to fit individual sites
Ensure that operations output takes into account the unique client environment

Implement and adhere to Process and Procedures
Institute all approved process and procedures
Adapt and make site specific
Where needed create additional
Communicate to staff and ensure all understanding
Implement revised process and procedures
Measure validity as a repetitive exercise
Report back to Head Office
Forward site-specific process and procedures to Configuration Management

It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.

Prescribed procedures may be amended by management as and when required


Key Skills and Experience
Grade 12
Min 3 years Tertiary qualification preferable
Min 5 years relevant experience, with min 3 years Soft services Facilities Management maintenance experience
Knowledge of legal aspects pertaining to contracts etc.
Knowledge of the helpdesk as a tool to manage outsourced service provision to a corporate.
Budgeting experience
Working knowledge of e-Commerce initiatives

People and Management Skill
Good people relationship skills
Good interpersonal skills
Customer focused
Good and proven leadership skills
Able to work under pressure and meet deadlines
Ability to handle and control difficult situations
Ability to create and maintain budgets
Able to keep Contractors in line with agreed Service Level Agreements (SLA’s)
Ability to communicate on high level
Self-motivated
Integrity
Computer literacy skills

Key result areas
Understand role of reporting to the business and client
Understand interworking with various teams to ensure client financial compliances
Understanding that feedback and communication is critical to success

Additional Responsibilities and Skills

The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels.

Interested? Submit your CV now.

All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act.

We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic.

Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated.

By submitting your application, you consent to the processing of your personal information in accordance with the Protection of Personal Information Act 2014 (POPIA) for recruitment and hiring purposes.

For information on AFMS Group, including more information on our company culture, visit our website at />
Please note, relocation costs will not apply

If you don’t hear from us in 14 days, consider your application unsuccesful.

Applications to be addressed to Matthew Toontjies: -solutions.co.za

Closing Date for applications: Tuesday, 02 September 2025 by 16h00