The Facilities Manager will be responsible for the management of services and processes that support the core business.
The successful candidate will ensure that the organisation has the most suitable working environment for its employees and their activities by focussing on business best practice to improve efficiency and reducing operating costs while increasing productivity.
The Facilities Manager will be involved in both strategic planning and day-to-day operations, particularly in relation to the building and premises.
The successful person will further be responsible for all Building Maintenance, Health & Safety, Security and Services & Contract Management.

Duties and responsibilities will include but not be limited to:
Procurement and contract management:
-Manage contracts, payments, forecast requirements, negotiate best price while maintaining required standards, develop and maintain a well-coordinated relationship with Contract Managers
-Oversee the procurement function of resources for projects together with the Office Manager and procurement committee

Building and maintenance:
-Conduct periodic inspections of the property and spaces to ensure compliance with leases and the proper upkeep of the building and property in conjunction with the Landlord’s representative.
-Establishment of the Property Management Plan, Preventative Maintenance Policies and Procedures and Property Operations Manual
-Cost effectively and timeously execute on any preventative, corrective or emergency building and technical maintenance and/or any installations by effective co-ordination and communication with the Landlord’s Representative, Office Manager and maintenance teams (internal /external)
-Develop scopes of work for small improvements/services and seek out qualified contractors to bid for the work in co-ordination with the Landlord’s Representative where necessary.

Cleaning:
-Ensure and oversee effective contract management and service delivery from the cleaning service supplier contracted to DOS with the assistance of the Office Manager
Catering, vending and parking services:
-Management of the DOS Catering and Vending Contracts and ensuring effective service delivery on these
-Ensure company parking services (± 950 allocated bays plus 100 rotational bays and external E-Parking Sites) are optimized at all times

Health and safety:
-Develop, coordinate and manage the implementation and maintenance of the company Health and Safety Committee to prevent injury, illness and damage to property
-Chair the Health and Safety Committee and co-ordinate on site safety committees
-Ensure emergency contact lists are maintained
-Co-ordinate Health and Safety related training
-Co-ordinate quarterly Health and Safety Inspections and document violations of the Occupational Health and Safety Act as well as any potential threats to employees
-Make recommendations to Managers in ways to improve conditions or avoid potential risks/accidents and implement corrective action
-Co-ordinate an Annual Fire Drill and ensure that all Fire Fighting equipment is in good running order at all time

Security and general administrative services:
-Manage and ensure service delivery of the Outsourced Security Contract in conjunction with the Landlord’s representative
-Develop, coordinate and manage the implementation and maintenance of Physical Security - with regard to the safety of employees, facilities, and assets of the business and the building
-Ensure security site staff comply with the security policies and procedures, emergency procedures and site instructions
-Problem solve to review, evaluate, recommend changes and/or develop and implement upgrades as requirements and needs change

Space management:
-Manage and be responsible for effective Office Management together with the Office Manager and Landlord’s Representative by ensuring Office layouts are arranged so that staff can work together in departmental and team groupings, providing the best opportunity for efficient work flow, communication and supervision

Supervising multi-disciplinary teams of staff:
-Develop and maintain a relationship with all internal & external maintenance / service teams
-Ensure direct reports are well trained on all facilities policies, procedures and systems
-Manage staff performance and facilitate improvement through regular performance monitoring and feedback, to ensure work standards, quality control, safety standards, cost optimization, and timely execution as per service standard, work instruction and requirements
-Actively encourage an environment that supports teamwork, co-operation and performance excellence by participating in objective setting, plan development and performance reviews to ensure team effectiveness

Project management and supervising and coordinating work of contractors:
-Liaise and co-ordinate where necessary with the Landlord’s Representative to ensure that building installations and projects are executed according to set timelines
-Plan, implement, quality control large in-house projects and installations
-Develop and maintain a relationship with all maintenance teams /service providers/contractors to ensure a good two way communication concerning all project issues
-Monitor the use and inventories of spare parts, maintenance supplies and equipment and initiates reordering when necessary
-Hold all building related manuals, building plans, building key registers
-Develop initiatives and strategies that lead to cost savings and service improvement
-Budget, quote, negotiate with Contractors for capital improvements

Competencies, skills and other requirements:
•Relevant B Degree (Engineering, architecture or building construction) or equivalent
•Minimum 5 years project management and/or building facilities management experience
•Previous experience managing electrical, plumbing and HVAC (heating, ventilation and air conditioning) systems
•Previous Team Management Experience, running security, maintenance and central services team a MUST
•Knowledge of current building codes and health & safety regulations
•Knowledge of Security Industry Regulations Act (SIRA) would be preferable
•Interpersonal skills with strong client focus
•Excellent people management skills
•Effective communication skills on all levels both orally and in writing with peers, managers and clients.
•Financial and budgeting skills
•Negotiation Skills
•The ability to work without supervision/ demonstrated initiative
•High stress tolerance
•Be prepared to work in a 24/7 environment