Facilities Manager at AFMS Group

Key Accountabilities/ Principal Responsibilities 
Primary Duties 

• Manage designated site
• Manage staff and sub-contractors
• Manage contractors
• Client liaison
• Landlord liaison
• Invoicing submission and control
• Management Reports
• FM Solutions general operations
• Implement and adhere to Processes and Procedures
• Manage Health and Safety

 Secondary Duties 

• Manage Designated Sites
• Maintain service levels
• Complete customer focus
• Pro-active inputs
• Feedback and communication to Head Office 

Manage Staff

• Create and adapt staff work profiles
• Performance measurement
• Delegate responsibilities
• Service assessment on Key Performance Areas
• Corrective action 

Manage Contractors

• Ensure a valid Service Level Agreement (SLA) exists
• Know all the SLA terms and conditions
• Adhere to FM Solutions SLA
• 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 and Landlord Liaison

• Regular Operations Meeting with client
• Note areas of concern, if possible, action to rectify
• Feedback to line Manager
• Regular Project Feedback to client
• Ensure client satisfaction
• Complete all / any client requests 

Invoicing Control

• Compare invoices to Work Orders
• Attend weekly finance meetings
• Approve and process of payment within specified time frame
• Forward to Head Office Accounts Department
• Familiarise yourself with the approved invoicing procedure and abide by them
• Ensure timeous submission of invoicing by Contractor
• Tracking of all invoicing

 Management Reports

• Complete a monthly Management Report for the Client, highlight all operational issues and comment on the status of such issues
• Report on status of projects
• Report on staff (FMS)
• Highlight concerns
• Make recommendations or submit request for assistance

FM Solutions Operations

• Negotiate Contracts with Client with Line Manager Approval
• Negotiate Supply Contracts with Vendors
• Negotiate Lease Contracts with vendors with Client and Line Manager Approval
• Ensure that all Operational Outputs get noted
• Timesheet management
• 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
• CAFMS 

Process and Procedures

• Institute all approved process and procedures
• Adapt and make site specific
• If needed create additional
• Communicate to staff
• Ensure all staff understands
• 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

Key Skills and Experience 

• Grade 12
• 3 Year tertiary qualification
• Min 5 years relevant experience, which included Project Management and Organisational Planning
• Good PC skills with MS Office essential.
• 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.
• Occupational Health & Safety 

People and Management Skill 

• People & communication skills (written and oral)
• Good and proven leadership skills
• Customer focused
• Ability to work under pressure
• Self-managed
• Ability to create and maintain budgets
• Able to keep contractors in line with agreed Service Level Agreements (SLA’s)
• Negotiation skills.
• Initiative, vision & drive.
• Project management and organisational planning skills.
• Analytical thinking and problem solving
• Planning and aligning
• Organisational and administrative skills
• Relationship management
• Learning and adaptability
• Strong accounting skills 

Key result areas

• Understand role of reporting to the business and client
• Understand role of managing staff to closely ensure output is aligned with business requirements
• Understand interworking with various teams to ensure client financial compliances
• Understanding that feedback and communication is critical to success