General Assistant (Facilities) at ADvTECH

Overall Purpose of the Job: 

To oversee and co-ordinate facility operations and services at the school or campus where they are based.  The main responsibilities include:

• Oversee the daily facility services and coordination of operations at the facility whether insourced or outsourced
• Site Maintenance management
• Provision of financial input for budgeting purposes
• Resolve facility-specific issues and achieve KPAs specific to each facility
• Management of relationships with stakeholders
• Reports to the Area Facility Manager.

Responsibilities: 

Output 1 - Facilities Operational Oversight:

• Set facility-specific KPAs/Outputs in consultation with Area Facility Manager.
• Plan and obtain the resources necessary to enable implementation of the KPAs/Outputs.
• Oversee the implementation of plans for the facilities within their area of responsibility. Lead the staff within the Facility towards achieving the plans.
• Measure and report on progress in accordance with defined reporting templates.
• Proactively identify performance shortcomings or risks, report these timeously and institute corrective measures.
• Regularly meet with Principals to report on facility-specific performance and give and receive feedback on relevant operations and tactical matters.
• Review current operating practices and processes within the respective facilities and ensure alignment with the relevant area standards.
• Take charge of all emergencies and ensure responsible back-up is available in order to take corrective action as necessary. Emergencies also includes acts of Gods, plagues and pandemics.

Output 2 - Maintenance Management:

• Provide input to the preventive maintenance plans for the facility in accordance with ADvTECH developed standards and maintenance lifecycle plans.
• Oversee the planning and implementation of preventive maintenance, whether insourced or outsourced.
• Expedite any foreseen delays specifically in preventative maintenance prescribed by Law and mitigate any health and safety risks.
• Co- ordinate the planning, scheduling and implementation of resources  to assure restoration of functions within shortest period, where unplanned maintenance is required due to failure.
• Ensure that staff have the required supervision, training, certification, health and safety understanding to perform the tasks required of them, where maintenance is performed by ADvTECH personnel.

Output 3 - Service Provider oversight (Outsourced and contracted):

• Provide input into national/regional service specifications for those services to be outsourced.
• Facilitate and support procurement and contracting of new providers and transitioning/exit of existing providers.
• Monitor and measure Service Provider performance against contracted Service Level Agreements and reactively/proactively intervene to assure achievement of SLAs.
• Meet with Service Providers on a routine basis for proactive contract management.
• Report on Service Provider performance against SLAs and financial budgets.

Output 4 - Financial Management:

• Provide input to the annual budgeting process for the Area and facility-specific budgets.
• Provide input to the five-year maintenance refurbishment and replacement budgets.
• Report on performance against budget, project future cost versus budget and advise on corrective measures where projections are exceeding budgets including savings on utilities.

Output 5 - Stakeholder management (Principals, Financial Administrators etc.): 

• Participate in facility / Site specific meetings with Principals and other stakeholders.
• Report to Facility / Site Management daily on all operations affecting the education and resourcing businesses.
• Manage relationships with the relevant stakeholders on site ensuring that their needs are responded to and met, timeously.

Output 6 - Staff Management and Development:

• Determine human resource requirements and ensure that the Facility employs the right staff in line with the facilities standards.
• Ensure identification of critical skills essential for sustainability of service delivery and succession plans for the facilities.
• Oversee the development of the training and development plan for the facility.
• Lead and supervise the Facilities staff on site in the achievement of set objectives, targets and deliverables.
• Provide feedback and coaching to direct reports to ensure optimal productivity and foster growth, on an ongoing basis.
• Drive performance management across the Facilities team.
• Develop capability within the team to ensure continuity and build appropriate succession plans.

Competencies: 

Skills: 

• Execution, including planning, coordination and implementation/execution.
• Customer orientation. 
• Decision making. 
• Problem Solving.
• Leadership (incl. Capacity Building, Performance Leadership and Interpersonal Effectiveness).

Behavioural Attributes:

• Integrity.
• Objective / Fair. 
• Ability to handle pressure.
• Solution driven. 
• Ability to multi-task.  

Educational Requirements: 

• Matric.

Ideal: 

• Post matric qualification in built-environment disciplines of architecture, engineering, project management, quantity surveying, maintenance or construction management and/or facilities management.

Legal Requirements: 

• Drivers License and own vehicle. 
• Basic training in Microsoft Word, Excel, Outlook and PowerPoint.

Ideal: 

• Health and Safety courses.
• Fundamental of Facilities Management training.
• Maintenance planning and management short courses.

Work Experience Requirements: 

• 2 to 3 years in a Facilities Coordinator/Supervisor/Junior Manager role.  
• 2 years Planning, execution and administration within schools and/or tertiary facilities environment.