Soft Services Manager - Centurion at Redefine Properties

Main duties and responsibilities:

• Monthly and/or weekly meetings with security services provider;
• Compilation and distribution of minutes of above meetings within 48 hours;
• Manager to ensure effective service delivery;
• Find solutions and remedy service delivery challenges;
• Ensure effective and correct execution of Landlord and Management meeting instructions;
• Ensure that the CCTV system is in good working condition;
• Daily checking, notes and filing of attendance registers, communicate necessary contract adjustment to service provider and follow up on credit notes due;
• Report all security related incidents to the Management Team immediate via phone;
• Compilation and distribution of incidents’ reports within 24 hours to the Service Provider;
• Report all maintenance issues immediately to the Management Team;
• Monthly after hours visits to the premises and feedback report;
• Daily inspections and signing off on all security registers;
• Bi-weekly testing of the Remrad system and the recording of results in the OB book;
• Attendance of 1 parade per week;
• Inspecting of uniforms during parade attendance;
• Daily inspection on actual site short postings;
• Consultation with victims of crime on site and provide feedback post investigation;
• Undertake bi-annually evacuation exercise in conjunction with the Operational Manager;
• Representation at the Community Policing Forum and regular attendance of meetings;
• Lifts and escalators: report out of order or any OHS hazards immediately;
• Ensure daily submission of clocking reports on both buildings by Service Provider and ensure effective patrolling is done;
• Effective communication with all Service Providers over the 2-way radio system;
• Develop pro-active policies to prevent repeat incidents;
• Develop and implement monthly rating score sheets for the Security Service Provider;
• Complete monthly service rating score sheets and report results to the Service Provider and Management Team;
• Consult with the Security Service Provider on areas of improvement and ensure implementation;
• Communicate leave cycles of key security staff to Management Team an ensure the appointment of an adequate replacement;
• Ensure a copy of a valid Letter of Good Standing is on file in the Management Office;
• Ensure a valid copy of the Service Provider’s Public Liability Insurance is on file in the Management Office;
• Manage the effective removal of shopping trolleys from the parking lot by the trolley retrievers;
• Ensure that all car guards move shopping trolleys in their area of responsibility to the nearest trolley bay;
• Log call with CCTV Service Providers when required;
• Ensure all CCTV footage of incidents are saved and copied into the M-Drive within 24 hours of the incident;
• Monitor effective access control to the generator farm and perform weekly tests on the alarm system;
• Obtain a weekly list of suspicious vehicle number plates from the SAPS and Security and email to AMAX. Obtain confirmation from AMAX that the registrations were loaded onto the system;

CLEANING / LAMI CLEANING & HYGIENE SERVICES (INCLUDING PEST CONTROL)

• Monthly and weekly meetings with Cleaning Service Provider;
• Compilation and distribution of minutes of the above meeting within 48 hour;
• Manage to ensure effective service delivery;
• Find solutions and remedy service delivery challenges;
• Ensure effective and correct execution of Landlord and Management meeting instructions;
• Ensure all equipment is on site according to the SLA;
• Daily checking, notes and filing of attendance registers, communicate necessary contract adjustment to service provider and follow up on credit notes due;
• Report all cleaning related incidents to the Management Team immediately via phone;
• Ensure all site dedicated equipment is in good working condition;
• Report all maintenance issues immediately to the Management Team;
• Weekly house-keeping inspections of all cleaning facilities;
• Daily inspections and signing off on all cleaning registers;
• Verification of the cleaning consumables register;
• Attendance of 1 shift handover per week;
• Inspecting of uniforms during shift over attendance;
• Daily inspection on actual site short postings;
• Reconciliation of cleaning consumables deliveries with purchase order and invoice;
• Ensure safe and effective storage of cleaning consumables;
• Update material safety data sheet if applicable;
• Lifts and escalators: weekly deep cleaning in conjunction with Cleaning Manager;
• Ensure a copy of a valid Letter of Good Standing is on file in the Management Office;
• Ensure a valid copy of the Service Provider’s Public Liability Insurance is on file in the Management Office;
• Effective communication with all Service Providers over the 2-way radio system;
• Ensure the Service Provider deploys wet floor signs in the presence of moisture on floors;
• Develop and implement monthly service rating score sheets for the Cleaning Service Provider;
• Complete monthly service rating score sheets and report results to the Service Provider and Management Team;
• Consult with the Service Provider on areas of improvement and ensure implementation;
• Communicate leave cycles of key cleaning staff to Management Team and ensure the appointment of an adequate replacement;

LANDSCAPING / BERTHA WIUM LANDSCAPING ARCHITECTS

• Monthly meetings with Landscaping Service Provider;
• Compilation and distribution of minutes of above meeting within 48 hours;
• Manage to ensure effective service delivery;
• Find solutions and remedy service delivery challenges;
• Ensure effective and correct execution of Landlord and Management meeting instructions;
• Ensure all equipment is on site according to the SLA;
• Daily checking, notes and filing of attendance registers, communicate contract adjustment to Service Provider and follow up on credit notes due;
• Report all landscaping related incidents immediately to the Management Team;
• Ensure all site dedicated equipment is in good working order;
• Report all maintenance issues immediately to the Management Team;
• Weekly house-keeping inspections of Landscaping storeroom;
• Weekly inspection of the irrigation system;
• Ensure the effective operation of the irrigation system;
• Ensure all Service Providers are issued with reflective vests and are wearing it at all times;
• Inspecting of uniforms once a week;
• Daily inspection on actual site short postings;
• Assist site supervisor with necessary guidance and advice;
• Ensure all landscaping materials are stored in a safe manner;
• Update material safety data sheet if applicable;
• Communicate short postings or late arrivals via email and early departures to the Service Provider and demand a credit note:
• Ensure a copy of a valid Letter of Good Standing is on file in the Management Office;
• Ensure a valid copy of the Service Provider’s Public Liability Insurance is on file in the Management Office;
• Effective communication with all Service Providers over the 2-way radio system;
• Ensure the effective and timely execution of reasonable instructions;
• Develop and implement monthly service rating score sheets for the Landscaping Service Provider;
• Complete monthly service rating score sheets and report results to the Service Provider and Management Team;
• Consult with the Service Provider on areas of improvement and ensure implementation;
• Communicate leave cycles of key landscaping staff to Management Team and ensure the appointment of an adequate replacement;
• Progress inspections: Cultivation and cleaning of beds, removal of weeds, spit and turn intervals, irrigation intervals, collection and removal of leaves and rubbish;
• Ensure all staff is issued and utilising protective equipment;

WASTE REMOVAL / WASTECO

• Monthly and weekly meetings with Waste Removal Service Provider;
• Compilation and distribution of minutes of the above meeting within 48 hours;
• Manage to ensure effective service delivery;
• Find solutions and remedy service delivery challenges;
• Ensure effective and correct execution of Landlord and Management meeting instructions;
• Ensure all equipment is on site according to the SLA;
• Daily checking, notes and filing of attendance registers, communicate necessary contract adjustment to Service Provider and follow up on credit notes due;
• Report all waste related incidents to the Management Team immediately;
• Ensure all site dedicated equipment is in good working condition;
• Report all maintenance issues immediately to the Management Team;
• Weekly house-keeping inspections of all waste facilities;
• Daily inspection of mini waste collection areas;
• Daily inspections and signing off on all waste registers;
• Oversee the removal of skip collections from Council, sign off and file lift receipts;
• Weekly inspections of uniforms;
• Daily inspection on actual site short postings;
• Spot checks of the daily effective cleaning of waste bins and areas;
• Ensure safe and effective storage of cleaning chemicals;
• Update material safety data sheet if applicable;
• Spot check of deep cleaning of waste assembly areas;
• Ensure a copy of a valid Letter of Good Standing is on file in the Management Office;
• Ensure a valid copy of the Service Provider’s Public Liability Insurance is on file in the Management Office;
• Effective communication with all Service Providers over the 2-way radio system;
• Develop and implement monthly service rating score sheets for the Waste Service Provider;
• Complete monthly service rating score sheets and report results to the Service Provider and Management Team;
• Consult with the Service Provider on areas of improvement and ensure implementation;
• Communicate leave cycles of key waste staff to Management Team and ensure the appointment of an adequate replacement;

GENERAL DUTIES
 

• Printing and filing of official email communication between Service Providers and CM;
• Open, maintain and update a file for every Service Provider where related documentation are stored according to requirements;
• Attend to Service Provider related incidents during and after hours;
• Report all maintenance issues to the Management Team;
• Regular walkabouts with all Service Providers;.

Education:

• Grade 12 (essential) 
• Relevant technical/trade certification (desirable)
• Facilities management certificate (desirable)

Job Experience:

• A minimum of 3 years Soft Services management experience (essential)