Position Description
Identification
Job Title Portfolio Facilities Manager
Department Facilities
Reporting to Chief Operating Officer (COO)
Reporting to You: Facilities Managers, Operations Manager, Operations Assistant, Building Managers, site supervisors and Handyman
Position Purpose:

Responsible for the management of the portfolio’s building facilities and the coordination of all services relating to the efficient and effective running of the properties and buildings.

Job Level
Senior Manager
Shift
Day Job, and on call as required.

Position

Brief Description of Role

• Responsible for the management of the portfolio’s building facilities and the coordination of all services relating to the efficient and effective running of the properties and buildings.

• To formalize and execute a plan for the portfolio’s facilities management and to make recommendations as to optimizing, streamlining and risk balancing as required.

Responsibilities

Primary

• To formalize and execute a plan for the portfolio’s facilities management

• To draft, source approval, implement and manage capital and operational budgets in line with the various buildings vision and strategy.

• Complete and maintain an up to date asset register and on all the buildings within the portfolio.

• Complete and maintain an up to date occupational health (OHS) and safety file on all the buildings within the portfolio.

• Negotiate, coordinate and implement service level agreements (SLA) with technical and soft service providers, to ensure that the services are carried out to the requirement of the portfolio and acceptable industry standards. Be aware of, and act on, changes in the legislative and statutory environment that will have an impact on the SLA’s.

• Project manage and compile documentation and evaluate, project and or tender documents as required, for property/building, facilities, tenant installations and ad hoc projects.

• Compile, evaluate and approve job cards, issue orders to suppliers, carry out the inspection of completed work for compliance and quality to order issued and authorization payments in line with the delegation of authority.

• Management of the utilities of the various buildings, to evaluate opportunities and negate risks with an outcome to optimize consumption.

• Customer and supplier engagement to ensure satisfaction of the use and enjoyment of facilities managed within the portfolio.

• Management of staff within the facilities management department and ensure that departmental staff attains the required competency levels pertaining to bylaws, legislative and statutory requirements.

Assist with

• Innovation on income generating and or cost saving initiatives

• Set up procedures and process for the effective and efficient capturing and processing of Job cards, orders, and payments.

• Building walkthrough with various stakeholders and or compiling and evaluation of Building inspection reports

• Ad hoc inspection of asset and building equipment maintenance and servicing.

• Evaluation and or feedback to tenants and shoppers as required with regards to complaints, queries and building work

• Scheduled inspections of security and cleaning systems (with an emphasis on security), suggest and implements improvements as necessary.

Requirements
Qualifications
The ideal candidate should have:
• Matric.
• Additional related facilities, maintenance training essential
• Building service experience essential.
• Computer literate (excel and word).
• Five or more years of related experience, with at least two or more years of supervisory experience.

Skills & Behavioural Attributes
• A good understanding of Centre or Property management procedures.
• Able to organize, coordinate, and direct team activities.
• Excellent leadership abilities, delegation, planning, time management and conflict management.
• Strong problem-solving skills.
• Good communications skills.
• Able to use all related maintenance equipment and computer applications.

Personal Characteristics
• Honest and hardworking
• Strong organizational skills
• Attention to detail
• Good communicator
• Good interpersonal skills
• Logical thinker
• Work independently, with a high degree of responsibility
• Work well under pressure to meet deadlines
• Regular and on time attendance
• Is able to work outside of the normal working hours from time to time

Note: To perform this job successfully, an individual must be able to perform each primary responsibility satisfactorily.

The requirements listed above are representative of the knowledge, skill and/or ability required and is not intended to be an exhaustive list of all duties and responsibilities associated with this job. This will require that at times, for you to perform reasonable duties assigned or related or incidental to the proper completion of your job tasks.

During a work colleague’s leave of absence from the company or during month-end or peak business periods, you may be required to perform other jobs or tasks upon reasonable request from your line manager.