Facilities Manager at MiWay Insurance Limited

What will you do?

• The Facilities Manager reports to the General Manager Procurement and Facilities and is responsible for overseeing the efficient management and operation of three sites and the supervision of a team of 19 facilities cleaners. This role includes ensuring compliance with SLAs, managing projects related to facility improvement, and keeping internal stakeholders informed about key developments. The Facilities Manager will ensure a clean, safe, and well-maintained environment while maximising operational efficiency and ensuring productivity while maintaining strong communication with stakeholders.

Key Responsibilities:
Site Management:

• Oversee the maintenance and operational functions across three sites to ensure all facilities are functioning at optimal levels.
• Conduct routine inspections of the sites to identify issues and ensure compliance with health, safety, and environmental standards.
• Manage site-specific maintenance contracts and ensure vendors deliver according to the service agreements.
• Ensure overall security upkeep of building and grounds. 

Team Management:

• Supervise a team of 19 facilities cleaners, including daily scheduling, task delegation, and performance management.
• Develop training programs and standard operating procedures for the cleaning team to ensure efficiency and quality standards are met.
• Monitor and ensure the team adheres to the highest standards of cleaning, hygiene, and safety.
• Take disciplinary actions against employees that are not adhering to the set guidelines within their responsibilities and duties. 

SLA (Service Level Agreement) Management:

• Ensure that all service providers, including cleaning, maintenance, and security teams, comply with contractual SLAs.
• Monitor service delivery and performance against agreed benchmarks.
• Manage SLA negotiations, renewals, and contract reviews.
• Escalate and resolve any breaches of SLAs and document corrective actions taken.

Facilities Maintenance and Improvement Projects:

• Oversee and manage all facilities maintenance activities, including HVAC, electrical, plumbing, landscaping, and pest control.
• Plan and execute facility improvement projects, such as renovations, upgrades, or refurbishments, ensuring projects are completed on time and within budget.
• Coordinate with external vendors, contractors, and service providers for repairs, equipment maintenance, and other services.
• Manage budgets for repairs, upgrades, and maintenance projects, ensuring cost-effectiveness.

Stakeholder Communication and Reporting:

• Provide regular updates to internal stakeholders on facilities issues, projects, and key developments.
• Maintain transparent communication with department heads, site leads, and the leadership team, ensuring they are informed of any changes that may affect operations.
• Prepare and present monthly/quarterly reports on facilities performance, cost management, and project updates.
• Ensure that teams across the sites are informed of new policies, health and safety updates, and any potential disruptions to their working environment.

Health & Safety Compliance:

• Ensure compliance with health and safety regulations across all sites.
• Implement risk assessments, manage emergency procedures, and conduct safety audits.
• Train and support staff in health, safety, and environmental best practices to minimize risks.

Budget Management:

• Manage the annual facilities management budget for repairs, maintenance, and improvement projects.
• Ensure close relations with Finance teams and keep them up to date with the current changes in the budgets. 
• Track expenses and ensure cost-effective solutions are implemented without compromising quality.
• Identify opportunities for cost reduction and efficiency improvement across facilities operations.

Key Skills and Competencies:

• Leadership and Team Management: Ability to lead and motivate a team, with experience managing cleaning and maintenance staff.
• Project Management: Strong project management skills to oversee facilities improvement projects, ensure timely delivery, and manage budgets.
• Vendor and Contract Management: Experience managing third-party contractors and service providers, including negotiating and enforcing SLAs.
• Communication: Excellent verbal and written communication skills to keep internal teams and stakeholders informed of developments.
• Problem Solving: Strong ability to identify issues, propose solutions, and manage challenges effectively.
• Organisational Skills: Ability to manage multiple sites and priorities efficiently, ensuring that operations run smoothly across all locations.
• Health and Safety Knowledge: In-depth knowledge of relevant health and safety regulations, with the ability to implement safety protocols.
• Budget Management: Strong budgeting skills with the ability to track expenses and make cost-effective decisions.
• IT Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience using facilities management software. Experience with Microsoft Teams for communication and collaboration is preferred. Must ensure that planning boards are updated and presented to key stakeholders. 

Qualifications

• Bachelor’s degree in Facilities Management, Engineering, Business Administration, or a related field (preferred but not mandatory).
• Certifications in Facilities Management (e.g., IFMA, BIFM) or Health & Safety (e.g., NEBOSH) are advantageous.
• Certification in Project Management (Advantageous)

Work Experienceb

• A minimum of 3 years of experience in facilities management, including team supervision and multi-site management.
• A minimum of 5 years of experience in managing SLAs, vendor relationships, and maintenance projects is essential.
• Demonstrated experience managing budgets and working with internal and external stakeholders.

Working Conditions:

• The role will require travel between the three sites, so a valid driver’s license is essential.
• The position will require occasional after-hours work in response to emergencies or urgent maintenance issues to allow for contractors not to disturb the daily operations of the offices.

Key Relationships
Internal: 

• Operations Teams
• Finance Teams
• Department Heads
• Cleaning and Maintenance Teams
• Senior Management

External: 

• Contractors and Vendors
• Service Providers (e.g., cleaning, security, maintenance)

Knowledge and Skills

• Building maintenance
• Office Equipment Operation
• Safety Management
• Reporting and Administration
• Quality, compliance and accreditation

Personal Attributes

• Interpersonal savvy - Contributing through others
• Decision quality - Contributing through others
• Plans and aligns - Contributing through others
• Optimises work processes - Contributing through others

Core Competencies

• Cultivates innovation - Contributing through others
• Customer focus - Contributing through others
• Drives results - Contributing through others
• Collaborates - Contributing through others
• Being resilient - Contributing through others

Application closing date: 4 October 2024