Junior Facilities Manager

SUMMARY:
 JOB PURPOSE:

South Point Management’s mission is to be a leading provider of clean, convenient, safe and affordable student accommodation nationally. We provide a springboard for students to realize their potential and aspirations by offering an inspiring space to learn, grow and make connections. In summary, an uncompromised environment and student life experience.

POSITION INFO:
EDUCATIONAL,SKILLS AND EXPERIANCE:

• Grade 12
• Finance (Basic - Intermediate understanding) 2+ years.
• Possess a FM qualification or equivalent - (NQF level 4-6 Level)
• 3+ years of work experience with a focus on Facilities and Maintenance Management.
• Manage Conflict between staff and tenants .
• Manage tenant expectations on delivery for no surprises
• Report and resolve &/escalate tenant complaints.
• Deal with tenant violations of house rules with Customer Services.
• Risk Management.
• PC literate i.e. Microsoft systems.
• Must be prepared to be on call and work out of normal working hours where applicable.
• Knowledge and awareness of the facilities management industry.
• Strong customer service experience.
• Self-motivated, resourceful and
• Strong compliance and insistent delivery to SP standards.
• Strong communication skills.
• Must have good computer skills i.e. MS Office.
• Written and verbal communication skills.
• Operational experience in Health & Safety
• Practical experience in dealing with contractors and suppliers.
• Consistent and fair in approach and able to identify and resolve problems.
• Good administration and organizational skills – ability to prioritize work activities.

• Customer complaints are communicated via email or via the Contact Centre.
• Feedback is provided timeously to the person who raised the request.
• A high level of customer satisfaction is attained in all engagements.
• Interaction with customers on all aspects of their occupancy.
• Complaints and non-compliance to Code of Conduct are noted and communicated immediately to customer services for resolution.
• Manage the Access Procedures of SP Management on tenant process, (key barrels in building in particular during shut down period)

• Checklists on the FM Tool Set are completed in full and on time. Maintenance issues are logged proactively and reported within SLA time frame.
• Follow-ups are conducted regularly and escalated to the Facility Manager if not concluded within the repair time frame.
• Maintenance staff are not left unattended when working in occupied flats (with absent tenants)
• All maintenance jobs are completed as assigned in the most efficient manner and closed off on the FM tool set.
• Monitor and confirm availability of mechanical, electrical and fire systems, logging jobs to correct any work identified, thereby informing the maintenance
  team.
• Ensure all preventative maintenance tasks are complete, sign off on acceptable delivery performed by maintenance team or vendors.
• Ensuring all asset registers for the allocated building, including storerooms, are current at any given time. Any shortage or over stock noted with FM.
• Ensure both hot and cold-water provision in the allocated buildings meet user requirements, proactive resolution on issues noted.
• Participate and deliver the process deliverables for the Vacate and Intake seasons for students.
• Ensure all reporting on Vacate and Intake are completed on the day of occurrence, noting excessive wear and abuse to the FM/SFM on the same day.

• Checklists are completed in full and on time on the FM Tool Set.
• Fire, Health and Safety issues are reported, captured and tracked to resolution as per SP FM Tool Set.
• Follow-ups are completed daily, and issues escalated to the Facility Manager / HSE Manager with no surprises and meeting of committed delivery
  timeframe .

• Building Soft services are provided as per Soft Services Service Level Agreement.
  
• Substandard service delivery is resolved with the service provider and documented for review with the Facility Manager .
• Customers are engaged and updated on queries logged.

• Track and report on excessive consumption of main water and electrical meters daily.
• Ensure operation of timers controlling utilities reporting any problems for same day resolution.
• Track and ensure all commercial tenants’ consumption is not excessive and advise out of normal usage to FM.
• Ensure all building internal and external lighting is fully operational.

• FDO’s are present and at designated points.
• Logbooks are complete and risks advised to FDO and Facility Manager.
• Security incidents are reported, and resolution obtained with FDO Management and Contact Centre.
• Confirm operation and availability of the security systems.
• No unauthorized access is granted.
• All keys and other access tools are accounted for per SP Processes
• Investigations are resolved and feedback is provided to relevant stakeholders.
  

• Communicate building issues to population as and when required.
  
• Daily, Weekly and Monthly reports are completed in full and on time with any issues noted raised to the attention of the FM/SFM/MM/TM as required.
• Vendor compliance to HSE and sub-standard service delivery are logged with the FM/SFM/TM team leads via the FM Tool Set to limit long term delivery challenges.
• Ensure the Facility Team Management are aware of reoccurring problems and parts usage to assets under care.