Manager: Facilities and Administration at eMedia Investments

Business planning and performance

• Translating organisational goals applicable to area of responsibility as derived from business plan into clear direction, implement effectively and efficiently and ensure that appropriate remedial actions are taken.  
• Reviewing and integrating functional plans in light of strategic intent to accomplish long term goals and achieve balance between functions and utilisation of resources.
• Reviewing value of practices, systems and structures to determine appropriateness in light of the strategic intent and take remedial actions where necessary.

Budget Compliance

• Complying with all finance and related codes of good practice, standards and methods, ensuring effective cost management.
• Providing input into annual budget planning process and submit to line management for approval.
• Monitoring and allocating expenses.
• Assessing expenditure and resolve gaps.
• Supporting identification, implementation and development of processes to optimise cost efficiency.

Administration

• Preparing monthly reporting and expense claims of the facility.
• Preparing and signing off invoices for payment in line with the entity budget.
• Preparing and managing allocated budgets, including the regular analysis of variation reports.
• Preparing savings initiatives and reports when and if required.
• Reviewing and managing vendors / contractor KPI’s and SLA’s, while ensuring that these are referred to the eMedia’s Legal Department for feedback and approval and that it meets are relevant and applicable legislation.
• Performing ongoing monthly and quarterly stock takes across the departments.
• Preparing monthly reports for procurement of all areas where needed.
• Management of refreshments for visitors and meetings as required
• Performing any other ad-hoc duties required by the Management Team
• Managing Company fleet

Employee Management

• Managing the day-to-day activities and services offered by facilities / administration employees.
• Coordinating all activities of on-site security personnel on a daily basis.
• Ensuring the maintenance of surveillance equipment and that the surveillance equipment control room is manned at all times.
• Ensuring all access points into the building are secured and that all employees, visitors, guests and sub-contractors are issued with identity tags.
• Managing the Site Staff, Administrative Assistant, Receptionist, Cleaners, Security, Health and Safety and Driver and/or any other function that may be allocated to this portfolio.

Micro and macro economic awareness

• Remaining up to date with macro and micro-economic conditions, legislation, competition, market sentiment and the industry in general. 
• Anticipating and planning for circumstances that may influence the development and implementation of the functional strategic plan.

Operations Management

• Ensuring that the facilities are maintained and operated according to the communicated/ legislative standards which includes and not limited to the Occupational Health and Safety Act.
• Managing hygiene and environmental services, including the external cleaning provider.
• Ensuring pest control is maintained quarterly or when required.
• Administering parking for visitors, management and staff.
• Ensuring that all modes of transport are catered for in the parking lots.
• Managing the removal and discarding of all harmful items.
• Ensuring waste is sorted and removed from site timeously.
• Managing outsourced cleaners and security
• Ensuring allocation and utilisation of space and where re-organising of space is required, consult the relevant stakeholders.
• Managing of projects when required (building renovations)
• Managing site services to tenants.

Compliance

• Ensuring that contractors adhere to their stipulated KPI’s and SLA’s.
• Scheduling monthly performance meetings with contractors.
• Ensuring contractual suppliers and contractors comply with the company’s BBBEE strategy.
• Managing the overall Health and Safety and other regulatory compliance.
• Monitoring and ensuring adherence to statutory regulations, organisational standards, policies and procedures. 
• Ensuring remedial actions is implemented timeously to address non-conformances. 
• Ensuring effective and regular communication of new statutory regulations, organisational standards, policies and procedures to ensure full awareness amongst employees and contractors.

Procurement 

• Maintaining accurate records of all relevant assets on a quarterly basis.
• Negotiating affordable prices with contractors and suppliers
• Purchasing of assets and equipment in line with budget. 

Requirements

• A National Diploma in Facilities Management is essential 
• A minimum of 5 years experience in a similar role is essential