Facilities Manager at Nedbank

Job Purpose

• To provide strategic and operational leadership in the management manage a mini portfolio of properties; one property or a specific facilities management function within a property, ensuring the seamless delivery of all hard and soft facilities management (FM) services. The role is responsible for creating a safe, efficient, compliant, and high-quality working environment that supports client business objectives, enhances asset value, and aligns with the overarching Group Property Services strategy.

Key Responsibilities
The responsibilities are categorized into core FM domains for clarity.

Strategic and Financial Management

• Develop, manage, and control the annual facilities operational and capital expenditure (CAPEX) budgets for the portfolio.
• Conduct regular financial analysis and forecasting to ensure optimal budget expenditure, identify cost-saving opportunities, and report on financial performance.
• Authorise and control expenditure in line with delegated authority, ensuring all invoices (e.g., leases, service charges, contractor invoices) are validated and paid timeously.
• Lead the strategic planning for lifecycle replacements and asset management, maintaining an accurate and up-to-date asset register for furniture, fixtures, and equipment (FF&E).

Hard Services Management (Building and Infrastructure)

• Oversee the planning, scheduling, and execution of all preventive and corrective maintenance for MEP (Mechanical, Electrical, and Plumbing) systems, building fabric, and critical infrastructure.
• Manage and ensure compliance of all hard service contractors (e.g., HVAC, electrical, lifts, fire systems, generators) against SLAs and Key Performance Indicators (KPIs).
• Ensure all property assets and installations comply with relevant South African legislation, including the Occupational Health and Safety Act (OHSA), SANS codes, and environmental regulations.
• Manage and project-manage minor works, office refurbishments, and co-location projects from inception to snagging and final handover, ensuring adherence to Nedbank policies and project timelines.

Soft Services Management (People and Environment)

• Manage the delivery of all soft services to a high standard, including cleaning, waste management, pest control, landscaping.
• Oversee office services such as space planning, moves/adds/changes (MAC), desk allocation, and reception services to optimize space utilization and meet tenant needs.
• Monitor contractor performance for soft services, ensuring service levels are met and the workplace environment is consistently professional and hygienic.

Client and Stakeholder Management

• Act as the primary point of contact for tenants and internal business unit clients, understanding their requirements and ensuring they are met and maintained.
• Facilitate regular tenant meetings, providing input, ensuring compliance with lease conditions and house rules, and distributing formal minutes.
• Build and maintain strong, collaborative relationships with clients, contractors, service providers, and internal stakeholders (e.g., IT, Security, Hospitality,HR).

Contract and Supplier Management

• Manage the performance of all FM service providers through robust contract management, regular reviews, and performance scorecards.
• Assist in the tendering process for new contracts, including scoping of work, vendor evaluation, and selection.
• Ensure all service providers comply with contractual costs, scope, and delivery standards, taking corrective action where performance falls short.

Risk, Compliance and Business Continuity

• Champion and enforce adherence to the Occupational Health and Safety Act (OHSA), conducting regular audits and risk assessments to ensure a safe working environment.
• Mitigate operational risks by maintaining and testing Business Continuity Plans (BCP) for the portfolio, ensuring critical facilities can recover from disruptions.
• Ensure all statutory compliance certificates are obtained and maintained (e.g., Electrical Compliance, Fire Installation).
• Keep abreast of all relevant legislation, industry standards, and best practices that impact facilities management.

Leadership and Personal Development

• Manage, mentor, and develop a team of facilities supervisors, facilities maintenance assistants, facilities administrators and artisans (if applicable).
• Contribute to a culture conducive to the achievement of transformation goals by participating in Nedbank culture-building initiatives.
• Ensure personal growth and effectiveness by completing all required training, obtaining relevant certifications, and staying abreast of developments in the FM field.

Qualifications and Experience
Category Requirement

• Essential Qualifications Advanced Diploma / National 1st Degree in Facilities Management, Property Studies, Engineering, Construction Management, or a related field.
• Preferred Qualifications • Certified Facility Manager (CFM) or equivalent. • Project Management Certification (e.g., PMP, PRINCE2).
• Minimum Experience 5-7 years of comprehensive experience in a facilities management role, with a proven track record in managing both hard and soft services for a commercial property portfolio.

Technical / Professional Knowledge

• FM Disciplines: In-depth knowledge of both Hard (MEP, building fabric) and Soft (cleaning, catering, space planning) FM services.
• Financial Acumen: Budgeting, financial analysis, and cost control.
• Project Management: Principles and methodologies for managing refurbishment and fit-out projects.
• Legislation and Compliance: Thorough understanding of the OHSA, SANS 10400 (Building Regulations), Environmental Legislation, and other relevant laws.
• Contract Management: Vendor and supplier management, SLA and KPI development.
• Risk Management: Principles of operational risk, business continuity, and disaster recovery.
• Systems and Software: High proficiency in Computerized Maintenance Management Systems (CMMS), CAFM (Computer-Aided Facility Management) software, and the MS Office Suite.
• Business Communication: Excellent business writing and presentation skills.

Behavioural Competencies

• Strategic Thinking: Ability to see the big picture and align FM activities with business goals.
• Customer Focus: Dedicated to meeting the expectations and requirements of internal and external clients.
• Problem Solving: Uses logic and rigorous methods to solve difficult problems with effective solutions.
• Managing and Measuring Work: Clearly assigns responsibility for tasks and decisions; sets clear objectives and monitors process, progress, and results.
• Driving for Results: Pursues everything with energy, drive, and a need to finish; consistently achieves results.
• Building Effective Teams: Blends people into teams when needed; creates strong morale and spirit.
• Communication: Is effective in a variety of formal and informal presentation settings; actively listens and gets clarification.