Primary Purpose of the Job
- To provide specialist support to ensure that utility recovery ratios are accurate and optimised and to take responsibility for billing, query, financial and supplier management for their assigned portfolio.
Key Performance Areas (KPA’s)
- To review recovery ratios ensuring that ratios are maintained and optimised where possible (monthly review of utility management performance reporting for each property flagging potential issues with service providers and internal stakeholders).
- To ensure the optimal and accurate recovery tariff allocation in line with Redefine’s agreed billing methodologies.
- To review the accurate allocation of supply, metering and expenses to consumers and ensure all consumption is accounted for.
- To ensure all tenant and billing related queries are addressed timeously.
- To provide specialist and/or technical support related to utility management to property management teams where needed.
- To track utility management service provider performance to ensure services are delivered as per service level agreements and address and resolve non-performance.
- To assist Property Administration with technical query resolution.
- To ensure that all recovery liability information remain up-to-date and is timeously provided to the service provider by the relevant departments.
- To ensure the accurate allocation of recoveries (based on liability information) by the appointed utility management service provider.
- To prepare and provide monthly performance reporting to the business.
- To interact with utility analyst to understand improvement opportunities.
Requirements
A solid understanding of:
- Utility management (especially within the context of recovery of utilities within multi-tenanted properties).
- Metering and verification principles.
- Electrical distribution systems and energy fundamentals.
- Municipal utility tariffs.
- Regulatory principles and requirements about the supply and recovery of electricity, water and sewer services.
Knowledge of:
- Electricity, water and waste management principles.
Qualifications
- Senior Certificate (with Mathematics and Accounts as a subject preferred).
- Tertiary qualification beneficial.
- Additional qualifications or certifications relevant to the industry beneficial.
Experience
- At least 3 years’ experience of utility management (within the property sector preferred).
Proficiencies
- Proficiency in Microsoft applications, especially Microsoft Excel (working with pivot tables and large data sets)
- Strong financial and analytical skills.
- Vendor management skills.
Competencies
Analysing and Interpreting - Applying expertise and technology.
- Applies specialist and detailed technical expertise; Develops job knowledge and expertise through continual professional development; Shares expertise and knowledge with others; Uses technology to achieve work objectives; Demonstrates appropriate physical coordination and endurance, manual skill, spatial awareness and dexterity; Demonstrates an understanding of different organisational departments and functions.
Analysing and Interpreting - Analysis
- Analyses of numerical data, verbal data and all other sources of information; Breaks information into component parts, patterns and relationships; Probes for further information or greater understanding of a problem; Makes rational judgements from the available information and analysis; Produces workable solutions to a range of problems; Demonstrates an understanding of how one issue may be a part of a much larger system.
Organising and Executing - Planning and Organising
- Sets clearly defined objectives; Plans activities and projects well in advance and takes account of possible changing circumstances; Manages time effectively; Identifies and organises resources needed to accomplish tasks; Monitors performance against deadlines and milestones.
Organising and Executing - Delivering Results and Meeting Customer Expectations
- Focuses on customer needs and satisfaction; Sets high standards for quality and quantity; Monitors and maintains quality and productivity; Works in a systematic, methodical and orderly way; consistently achieves project goals.
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Primary Purpose of the Job:
- To lead, manage, plan, coordinate, and monitor all aspects of facilities and building management within the assigned property portfolio. This includes ensuring high-quality service delivery, maintaining strong relationships with stakeholders, implementing sustainability initiatives, ensuring compliance with health and safety regulations, and continuously improving operational efficiencies.
Key Performance Areas (KPAs):
Tenant & Stakeholder Relationships
- Ensure effective and proactive business relations with tenants and stakeholders.
- Respond to tenant queries and complaints, providing high‑quality service and effective solutions.
- Support property managers with operational matters affecting tenant satisfaction.
Building Operations & Maintenance
- Oversee all maintenance activities across the portfolio, including planned, preventative, and ad hoc repairs.
- Develop and manage a comprehensive Planned Preventative Maintenance (PPM) program.
- Ensure all critical equipment is maintained to required standards.
- Conduct regular building inspections and audits.
- Ensure buildings are kept in a safe, clean, and optimal operating condition.
Staff & Service Provider Management
- Lead and manage in‑house teams, including handymen and maintenance staff.
- Oversee outsourced service providers, contractors, and specialist teams.
- Allocate manpower, manage performance, and ensure compliance with work standards.
- Provide training, mentorship, and operational guidance to staff.
Procurement, Contracts & Financial Management
- Oversee procurement of goods and services in line with company policies.
- Manage service contracts, tenders, and SLAs.
- Prepare and manage operational budgets and cost forecasts.
- Identify cost‑saving opportunities and ensure value-for-money procurement.
- Maintain accurate documentation and financial records.
Health, Safety & Compliance
- Ensure full compliance with the Occupational Health and Safety Act, building regulations, SANS codes, and company policies.
- Implement safety programs and conduct inspections.
- Take charge of emergencies and ensure adequate response plans and backup resources.
- Maintain documentation for health and safety audits and inspections.
ESG & Sustainability
- Actively support and implement ESG and sustainability initiatives across the portfolio.
- Monitor utilities and energy-saving measures.
- Ensure compliance with green-building requirements where applicable.
Project Management
- Manage all maintenance and construction projects from planning to completion.
- Assist with tenant installation projects.
- Ensure projects are delivered on time, within scope and budget.
Administration & Reporting
- Maintain accurate records, inspections, maintenance logs, and compliance documentation.
- Compile operational, financial, and performance reports.
- Manage correspondence, documentation and ensure proper information flow.
Skills, Knowledge & Competency Requirements:
Job Knowledge
- OHSA and relevant regulations (essential)
- General building and technical maintenance
- Procurement processes
- CMMS / building management systems (advantageous)
- Thorough understanding of green building management
Skills
- Strong leadership and people management
- Problem solving & critical thinking
- Time management and prioritisation
- Advanced computer literacy (MS Office)
- Strong communication skills (written & verbal)
- Financial/budgeting skills
- Ability to work under pressure
- High attention to detail
Competencies
- Reliable, responsible, safety-conscious
- Technically capable & solutions‑driven
- Customer‑service oriented
- Quality‑focused
- Able to work independently and in a team
- Cost‑conscious and efficient
- Flexible with after‑hours availability
Education & Experience Requirements
- Grade 12 (essential)
- Technical/trade qualification (advantageous)
- Minimum 8–10 years’ experience in Facilities / Building Management
- Experience managing multiple buildings (essential)
- Experience in maintenance planning and scheduling
- Driver’s license and own transport
- SAFMA accreditation (preferred)
Other Requirements
- Occasional weekend work and after‑hours call‑outs
- Ability to manage stress and high‑pressure environments
- Demonstrated leadership qualities and willingness to learn
- Will have to visit a building in Kimberley – every 3 months.
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