Document Compliance Specialist at Bidvest Facilities Management

ROLE PURPOSE

• Responsible to produce fire evacuation plans, council building plans for submission, compile and coordinate all required certification to call for occupancy inspections, and get fire- and occupation certificates issued.

MAIN OUTPUTS

• Regularly communicate and coordinate through meetings and e-mail with clients, consultants, landlords, architects and staff to compile and collect project information on feasibility and analyse the information to draw sketches and receive approval thereof from the client
• Apply necessary corrections to drawings when requested.
• Maintain and save drawings to various systems as prescribed by the various contracts.
• Perform site visits to gather necessary site measurement, layouts and building details to complete a set of sketches, working drawings or as built drawings when requested.
• Provide document – and record management system and administration support
• Ensure that drawing applications and space layouts comply with regulatory bodies, National Building Regulations (SANS), Occupational Health and Safety, municipal requirements, etc
• Attend meetings and conduct site visits as may be required by the client
• Responsible for the delivery of tasks within specified timeframes.
• Update and maintain Compliance tracker on progress of submissions and received/current compliance documentation.
• Prepare drawings for submission to due diligence streams.
• Occasionally travel to regions to facilitate council submissions
• Implement and maintain a process for ensuring that all relevant building certificates are maintained, and status recorded monthly
• Daily Support and Management:
• Establish and develop Workplace Solution capabilities by providing coaching and guidance to site teams to improve methods of carrying out work.
• Ensure that workflow continues without interruption.
• Ensure efficient and effective performance and turn-around times.
• Schedule and hold regular feedback meetings with all relevant staff and stakeholders.
• Ensure distribution and control of sensitive information and reports to authorised persons only.
• Ensure all related invoices are approved and sent for payment timeously.
• Ensure timeous procurement of vendors and related materials.
• Customer Service and Advice:
• Keep up to date with business developments and strategic objectives within the environment.
• Provide advice on general changes and compliance within the Drawing Office when required.
• Work with existing processes and procedures in such a way that operational efficiencies and performance are enhanced.
• Recommend processes and procedures to enhance operational efficiencies.
• Attend to and resolve all customer queries timeously or escalate when necessary.
• Follow up and follow through on all queries timeously.
• Update and maintain drawing information and stakeholder relationships.
• Manage conflict.
• Additional:
• Undertake such other responsibilities as directed by Management that will drive sustainability.
• Work in a flexible way so that tasks, which are not specifically covered in the job description, are undertaken.
• Take responsibility for one’s own performance.
• Promote BFM’s image and corporate citizenry through deliberate and co-ordinated activities.
• Adhere to the BFM’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.

QUALIFICATIONS AND SKILLS
The Applicant must meet the following requirements:

• Matric (Senior Certificate)
• NQF Level 5 or 3-year National Diploma/Higher Certificate Architectural Draughting 
• Code B Driver’s License
• Minimum 5 years’ experience
• Working with multiple stakeholders
• Query resolution
• Record keeping and filing
• Planning and organizing
• Working knowledge of Excel at intermediate level
• Performance Management
• Conflict Management
• AutoCAD
• Knowledge of building regulations
• In depth understanding of local council submission requirements
• Working knowledge of NBR, SANSA 10 400 and SANS 10 400XA
• Expert knowledge in applying and interpreting deemed to satisfy requirements in all SANS codes relevant to this field.
• MS Office Suite 

FUNDAMENTAL COMPETENCIES

• Initiative/Proactivity
• Supervisory Skills
• Customer Focus / orientated
• Teamwork & Partnering
• Results orientated
• Motivating others
• Innovative
• Relationship Building
• Stress Tolerant
• Talent Management Empowering
• Problem Analysis
• Interactive Reasoning
• Self-development Orientation
• Time Management
• Planning/Scheduling/Objective Setting / Flexibility
• Listening Skills