Jobs Available at AFMS Group

Primary Duties

• Logging of all requests for service
• Receive all help desk service requests from clients
• Ensure all calls, however received, are logged onto the computer aided facilities management system
• Receive and capture completed job cards from operations and submit for closing to project specific call center
• Ensure supporting documentation is included on all calls where applicable 
• Issuing of service requests to responsible parties
• Forward all tasks to the responsible parties
• Follow up that the task was successfully allocated
•  Follow up on all tasks
• Produce daily report on all requests logged on help desk for the Technician highlighting present status
• Ensure all completed tasks are closed
• Highlight in-completed tasks and drive for closure
• Follow up on outstanding issues
• Update task status for client information
• Report to on-site Technical Manager

Key Skills and Experience

• Grade 12
• Min 2 year relevant working experience preferably in Facilities Management
• Computer literate (MSOffice)

People and Management Skill

• Excellent literacy skills
• Good interpersonal relations
• Good communication skills
• Ability to work in a team
• Customer focused
• Good organizational skills and ability to prioritize tasks
• Ability to use initiative
• Adhere to deadlines and targets
• Ability to multi-skill
• Analytical and quick thinking
• Have a professional attitude
• Problem solving skills
• Self-motivated and work independently
• Take ownership of tasks
• Integrity
• Service orientated
• Take ownership of tasks

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Key Accountabilities/ Principle Responsibilities

Operational Management

• Oversee and manage the contract portfolio service delivery of all services; (M&E, building fabric etc), soft services (hygiene, pest control, cleaning and landscaping), maintenance and ad hoc, or additional projects
• Responsible for delivering the contract and to achieve the elements of the contract within the contract budget, agreed upon time schedules, statutory requirements, customer satisfaction, and promoting AFMS group performance and reputation with the Client
• Act as the consultant expert on the contract, providing direction and expertise for technical services and soft services by promoting company strategies and best business practices to ensure a culture that focuses on business development, relationship building, client retention and service excellence.
• Communicate, oversee and manage clear performance expectations, for achieving the elements of the contract SLA, according to budgetary constraints, required quality requirements, agreed upon time schedules and customer satisfaction as per the contractual SLA
• Ensure all staff are fully conversant with governing standards and compliance with the requirements. (Company and project) and exercise rigorous oversight
• Management of sub-contractors for the maintenance of the facilities including electrical, mechanical, plumbing, air conditioning, building fabric, firefighting equipment, pest control and soft services, ensuring high-quality services and cost-effective solutions.
• Management of PPM schedules are being maintained according to planned schedules.
• Initiate projects to improve efficiency and reduce operating costs and promote workplace efficiency along with profitability.
• Monitor and analyse key performance indicators (KPIs) to identify areas for improvement, ensure service levels are met, any non-conformances addressed, and corrective actions are implemented.
• Initiate projects to improve efficiency and reduce operating costs and promote workplace efficiency.
• Make recommendation and keep up to date with Technology advancement relative to the management of the facilities
• Ensure compliance to statutory requirements on both technical and soft services.
• Lead project meetings and monthly SLA contract meetings and reporting.
• Create, implement and oversee the management of procedures and / or work instructions for new services
• Initiate projects to improve efficiency and reduce operating costs, and promote workplace efficiency.
• Oversee rollouts of new services
• Management of specifications and procurement contracts with vendors / contractors for the requisition of supplies, materials and inventory maintenance. 

Staff Management

• Demonstrate and manage a common purpose across the operational management team that enhances the effectiveness of performance, by building employee capacity through knowledge, skills and experience gained.
• Define objectives, clarify roles and responsibilities and implement performance standards and encourage cohesion between staff, subcontractors, and site-based client
• Conduct regular meetings with Facilities Managers to ensure compliance in reaching business objectives and adherence to SLA requirements.
• Ensure teams are kept up to date of company initiatives, changes, and any new policies etc.
• Ensure all staff are committed to the organisational goals and outputs are enhance in line with performance management principals
• Mentor and provide guidance to behavioural competencies, fostering a culture of teamwork and continuous improvement.
• Oversee, manage, and implement the training plan and the training budget and ensure development strategies are accomplished timeously and cost effectively
• Oversee and provide advice, guidance and support to Facilities Managers to enhance development and create learning opportunities to improve performance.
• Oversee the management of staff recruitment and induction training is in line with quality requirements
• Ensure staff adherence and full compliance to all AFMS Human Resource and Labour Relations policies in line with legislation and codes of good practice
• Manage the Labour relations input and output requirements from an operational perspective and oversee the management all disciplinary related matters for staff.
• Manage and oversee all HR functions are executed accurately and timeously
• Manage salary increases and bonus payouts.
• Manage and oversee for implementation and adherence to Company policies, protocols and procedures across all facilities

Financial Management

• Responsible for managing the financial component of the contract applying a proactive approach to reducing cost and improving services
• Manage expenses according to the budget
• Ensure cost containment through control of overtime and material usage.
• Oversee spreadsheets and ensure all jobs are properly quoted for and invoiced
• Oversee all invoices are submitted to the finance department and match expenditure. All WO have relevant PO’s.
• Manage compliance with business processes for submitting monthly billing ensuring closing all billing timeously
• Oversee procurement operations and timetables and approval of Purchase Orders within LOA
• Approval of payroll
• Approval of repairs and payments supporting documents
• Manage, control and ensure cost containment through control of overtime and material usage

Client Management

• Develop and foster a successful and effective partnership with the Client in a manner that achieves and supports the objectives of the contract for both parties to maintain existing business, and identify value added opportunities
• Make proposals or presentations to the Client through proactively managing service excellence
• Maintain and develop strong relationships with all other stakeholders to secure the necessary support for the efficient performance of hard and soft service operations and maintenance.
• Develop, implement and maintain best practice for client services.
• Represent AFMS when meeting with the customer, stakeholders, and end user, in order to enhance the company reputation and foster a partnership approach to the relationship throughout the contract
• Lead customer service excellence and continuous improvement culture, so that the business remains at the leading edge of service delivery and value

Risk Management

• Create an environment of risk awareness and promote risk reduction for the Company and the Client (internal process, reputational, communication, financial)
• Ensure compliance to statutory requirements on both technical and soft services.
• Ensure all staff maintain confidentiality of privileged information relating to Company and Client
• Ensure staff adherence to the client house rules
• Ensure all stuff understand the need to identify potential problems before they occur so that risk-handling activities may be planned and invoked

Health and Safety Compliance

• Ensure compliance to all Health and Safety Standards.
• Ensuring that Health and safety maintenance is carried out.
• Ensuring equipment and plantrooms are safety compliant at all times.
• Implement Contractor Health and Safety Management system with staff and sub-contractors. (Management System attached)

Quality Management

• Implementation of the quality management system and continually improving its effectiveness
• Ensuring statutory and regulatory compliance
• Ensuring the quality objectives are established and met
• Conducting management reviews
• Oversee Technical team and work quality-Carry out job observations – Quality assurance on OHSE, Technical and security
• Quality Management ISO9001 compliance

Qualification Requirements and work-related experience

• Min Grade 12 or Matric Equivalent
• ND or B Tech or equivalent qualification in either Electrical or Mechanical Engineering.
• Min 8-10 years previous Facilities Management experience in a technical/engineering environment with proven track record in managing a large and complex portfolio

Minimum Knowledge Requirements

• Grade 12

Enhanced knowledge of:

• Air conditioning Maintenance
• Electrical Maintenance and procedures
• Equipment and machinery
• OHSA codes and Health and Safety Procedures
• ISO 9000, ISO 14000, ISO 18001
• Technical drawing
• Computer literate
• Good understanding of Labour Relations Act and HR policies and procedures
• Good understanding of BBEEE requirements