Senior Facilities Manager at Communicare NPC

PURPOSE:                       

• The Senior Facilities Manager will overall act as a specialist support to the Portfolio, Property, and Facilities Managers by advising on facilities management in Communicare’s residential and commercial properties to ensure improving standards and efficiencies as well as asset preservation. You will also be responsible for planning and managing capital maintenance projects and take responsibility for the take-on and oversight of maintenance and facilities management vendors.

The following are the Core Functions of the role:  

Maintenance Planning

• Commission regular building condition audits
• Develop 5-year long-term capital maintenance plan for the company which is nuanced for each portfolio in the group
• Recommend property life-cycle plans
• Develop and manage life cycle plans on relevant technical systems (Heat pumps, Security access control, CCTV, solar installations, etc.)
• Analyse and review building condition reports from the Property Management team and update the five-year and annual maintenance plans to respond to emergent problems
• Analyse all health and safety incident reports by the property management team and update the five-year and annual maintenance plans to respond to emergent problems
• Review and recommend approval of proposed property alterations to existing rental property stock.
• Review and recommend approval of proposed property disposal/redevelopment to existing stock at the end of its useful life.
• Conduct periodic surprise inspections to ensure properties are optimally maintained.
• Ensure property maintenance achieves the agreed standards for each portfolio
• Act as custodian of all property manuals
• Investigate and recommend improvements to building maintenance operational systems
• Monitor, research and make recommendations to improve the environmental sustainability of properties through the introduction of green or efficient technologies, methodologies, materials, systems, practices, fixtures, fittings etc.
• Monitor and research trends in facilities management and introduce appropriate best practices

Planned maintenance projects

• Plan an annual Planned Maintenance programme for all properties in the group
• Schedule and assign all planned OPEX and CAPEX works, including the scoping, procuring, and certifying works.
• Liaise with and support assigned Facilities Managers or Outsourced Service Providers to manage the implementation of planned maintenance.
• Manage tender award process in consultation with Supply Chain Management Officer, and in accordance with the Procurement Policy including preparation of tender documents.
• Take responsibility for certifying all outsourced works on all Planned Maintenance projects ensuring that quality, time & cost standards are met.
• Ensure appointed contractors comply with all Health and Safety and Construction regulations and that all related documentation is kept up to date.
• Review vendors’ compliance with all Health and Safety and Construction regulations and ensure all related documentation is kept up to date.
• Actively manage selected large, planned maintenance projects
• Assist the Marketing and Communications Manager to develop and/or implement a tenant communications plan for large planned maintenance works.
• Submit and recommend communications content to Marketing and Communications Manager to ensure adequate, advanced, and sufficiently detailed communication to tenants for all planned maintenance works.

Contract management

• Take responsibility for vetting, take-on, and oversight of maintenance and facilities management vendors in the group, including security and other soft services.
• Annually review vendors’ performance and compliance with terms of contracts previously awarded (adherence to service levels, quality, cost, and time).
• Physically inspect a percentage of each contractor’s completed work to review the contractors’ compliance with contractual terms and set standards.
• Periodically review, analyse, and report on a sample of outsourced reactive maintenance works completed and make recommendations to the GM, FM, and PM regarding these works.
• Negotiate terms with new vendors including clearly defined service levels and breakage clauses

Financial Management

• Prepare and recommend planned maintenance CAPEX and OPEX budgets and forecasts.
• Exercise budgetary control and report on variances against approved planned maintenance CAPEX and budgets including the corrective measures being taken.
• Manage planned maintenance spending in accordance with the organization’s Maintenance Prioritization Matrix and Procurement policy.
• Authorise payments or recommend payments for approval.

General Duties

• Review and analyze all health and safety incident reports by the property management team and external service providers in all portfolios and plan quarterly OHS training interventions for the property management team to continuously improve safety.
• Review and analyze all security incident reports from the security external service providers and implement interventions and/or adapt standard operating procedures where appropriate to improve the security protocols at complexes.
• On request of GM, take charge of emergencies at properties and ensure appropriate action is taken to stabilize an emergency quickly and cost-effectively.

Supporting new/planned property developments.

• Advise Property Development team on appropriate specifications (e.g., finishes, sanitaryware, etc.).
• Sign off the concept and detailed design specifications of planned projects.
• Witness and sign off testing and commissioning procedures prior to practical completion.
• Receive and keep all as-built and operational manuals.
• After hand-over, monitor latent defects and manage contractor rectification in terms of JBCC post-completion obligations.
• Advise the Property Development team on life cycle and operations costing for viability modeling purposes.
• Advise the Property Development team on appropriate SLAs for specialist installations (e.g., heat pumps, solar installations, greywater recycling, etc).

Data Management

• Accountable for the quality, integrity, and protection of your data asset
• Responsible for decisions such as, who has the right to access and edit data and how it’s used.
• Having a vested interest in the integrity of the data
• Focus on defining policies (e.g., retention or deletion policies) in accordance with regulatory standards.
• Creating trusted data by being directly in charge of remediating issues with data or delegating tasks to the respective data fixers
• Resolve any issues whereby there are multiple teams experiencing an issue relating to a data asset.
• Processes and checks are put in place to ensure accuracy at the point of entry.
• Correcting the data assets assigned by the data owner.
• Responsible to escalate any issues that prevent you from completing the activity to resolve correcting the data asset to the data owner.

Requirements

QUALIFICATIONS AND ABILITIES / SKILLS:  

• Matric, with a relevant tertiary qualification.
• 10 or more years' experience in facilities management (of which at least 3 years at a supervisory level)
• Experience in operations management and financial management
• Experience in developing and implementing risk management programs and strategies.
• Experience with contract management
• Knowledge of the property industry
• Knowledge of relevant building codes and legislation including SANS, Municipal by-laws, Occupational Health, and Safety Act
• A sound understanding of all aspects of building and facilities management.
• A track record in successfully delivering projects against time, cost, and quality targets.
• Strong planning and organizational skills.
• Excellent written and verbal communication.
• Ability to develop sound relationships with colleagues and suppliers.
• Computer Literate (Excel, Word, PowerPoint, Outlook) Experience in MDA and Microsoft CRM is advantageous.   
• Proficient in English. The ability to comprehend, speak and write Afrikaans or isiXhosa is advantageous.   
• A valid Code EB (08) driver’s license.