Key functions:
Manage acquisition and registration of fixed assets.
- Identify and assess the need for procurement of fixed assets.
- Compile specifications thereof.
- Assist the end-users assist the end-user to compile/develop the specifications according to the compliance requirements from OHS Act, building maintenance requirements, building regulations, etc.
- Ensure specifications of these items are in accordance with the requirements.
- Assist SCM/end-users with queries regarding the assets from the services providers. This includes examining/assessing the samples/shop drawings to make sure that everything is in accordance with the specification and compliance.
- In collaboration with Assistant Manager – Finance, management, and coordinate asset disposals.
Manage acquisition and registration of fixed assets.
- Identify and assess the need for procurement of fixed assets.
- Compile specifications thereof.
- Assist the end-users to compile/develop the specifications according to the compliance requirements from OHS Act, building maintenance requirements, building regulations, etc.
- Ensure specifications of these items are in accordance with the requirements.
- Assist SCM/end-users with queries regarding the assets from the services providers. This includes examining/assessing the samples/shop drawings to make sure that everything is in accordance with the specification and compliance.
- Work in collaboration with Finance Unit / management to co-ordinate asset disposals.
- Perform tasks that flow from the audit results as per auditors’ plan regarding fixed assets.
- Implement audit recommendations regarding fixed assets.
Building maintenance, repairs, service, maintenance of equipment
- Ensure that the buildings and equipment are adequately maintained and kept in good working order to preserve the longevity of the useful lifespan.
- Oversee the effective functioning of the back-up generators and UPS systems.
- Inspection of buildings and equipment to ensure preventative maintenance.
- Management of a preventative maintenance plan and procedure.
- Manage and ensure adequate availability of utilities i.e. diesel for the generators, water, electricity, etc. Development and management of the service plan.
- Conduct daily audits on Facilities Management services rendered and ensure that prescribed work quality and standards are sustained.
Management of gardening, security and cleaning services, security/access control systems.
- Management and supervision of contracted service provider and make sure that the SLA, specifications, and industry regulations are adhered to.
- Liaise with the service providers regarding any operational issues or operational requirements.
- Ensure adequate and maximum protection measures pertaining to the buildings and equipment.
- Management of maintenance, repairs, and improvement of security systems (both physical and automated) across the board.
- Attend to all security issues and queries pertaining to QCTO properties.
- Make sure that the building cleanliness is always maintained and kept at good standing.
- Perform audits of building cleanliness and hygiene and address the issues with the supervisor on site.
- Manage SLA with service providers for servicing, repairs, maintenance of air conditioning systems, electronic security systems install, general building maintenance and property management.
- Manage performance and compliance of contractors on site for Physical Resources Planning sub-unit.
- Assist Supply Chain Unit with the negotiation of the contracts and renewals pertaining PRP.
- Make sure that all complains regarding these services are addressed and resolved with immediate effect.
- Attend to after hour alarms/call outs as and when needed.
- Building strategic relationships both internally and externally
- Management of office space and accommodation.
Building development
- Advise management on the requirements of building development.
- Attend meetings with built environment professional team and contractors.
- Assist with guidelines on building renovations, alterations, and development.
- Manage and oversee execution and completion of renovations contracts to acceptable standards.
- Provision of guidelines in terms of specifications and requirements.
- Explore and recommend innovative methods, based on best practices, in order to bring about cost-effective solutions
- Demonstrate and instil effective adherence to processes on infrastructure maintenance.
Management of office space
- Allocation and management of office space for current and new employees.
- Planning of office space and acquisition of furniture for new staff members.
- Management of movement of staff to different workspaces/offices where applicable.
- Liaison with different units/branches regarding the availability of office space, and requirements.
Management of OHS Act guidelines, Building Regulations, Building by laws compliance.
- Appointee in terms of the Occupational Health and Safety Act (Act 85 of 1993) – responsible for the health and safety matters of the Company as regulated by this Act and its Regulations. Must ensure that the statutory requirements are always met.
- Facilitate induction on health and safety for all staff members including clients/visitors attending meetings and workshops.
- Ensure awareness of health and safety via communiques and training of employees on an on-going basis.
- Ensure that evacuation procedures are always followed and adhered to.
- Ensure adherence and always implement a fire prevention procedure.
- Implement and rectify all the audit findings regarding OHS Act and Building Regulations.
Manage sub ordinates and contracted services providers’ teams on site.
- Management of Physical Resources Planning team and ensure that they adhere to their job descriptions and performance agreements.
- Manage and develop team according to their training and development needs.
- Measure/assess performance and need for development of the team. Job Description: Assistant Manager: Physical Resources and Planning
- Management and supervision of service providers’ teams on site and make sure that the operations are as per the SLA and specifications.
- Manage performance & conflicts within subordinate employees & effect corrective actions, in line with company policies/procedures.
- Manage staff performance & facilitate improvement through regularly monitoring performance & providing required coaching, support & feedback
- Identify gaps and deficiencies in services, advise and effect solutions as part of Continuous Improvement on FM services rendered
Attendance of meetings
- Attend other internal meetings (ad hoc).
- Schedule and attend meetings with external service providers on a scheduled or ad hoc basis according to operational needs.
Liaison with Tenants ant other relevant stakeholders.
- Liaison with the tenants and other relevant stakeholders
- Attending to all issues raised by the tenants and make sure that other stakeholders attend to these queries.
- Make sure that all the requirements from the tenants are addressed in regards with the utilities and office accommodation.
Job Requirements
- A recognized three-year National Diploma/Degree in Facilities Management, Property Management, at NQF 7 Level
- Must have Project Management knowledge, experience, and certification.
- Experience in Operations Management
- Grade 12 / Matric (Senior Certificate)
- Valid Driver’s License
- Minimum 6 years relevant experience in Facilities/Property Management
- At least one SAFMA (South African Facilities Management Association) Certification in: Certified Property Management, Certified Facilities Specialist or Certified Facilities Practitioner
- An additional minimum 3 years of people management experience/supervisory experience
- MS Project & MS Outlook (Advanced skill level)
- Knowledge and working experience of OHS Act, ISO 9001 Quality Management Systems, Property Law & Contractual Law
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