Facility Manager Position – Pretoria East

Estate is an upmarket residential security estate, built in the Classic Renaissance, Italian style and encompasses 64 fully developed stands.

The estate is currently in search of an experienced Facility Manager to take full ownership of and manage the Home Owner Association Office as well as all day-to-day activities.
This will include the overseeing of areas such as security, garden services, administrative duties and maintenance.

Minimum requirements for the role:

• Diploma or Certificate in Facilities / Construction Management is essential;
• At least three (3) years previous experience within a residential property environment;
• Knowledge of building facilities, operations and maintenance;
• Must have excellent verbal and written communication skills, interpersonal skills and liaison skills;
• Must have excellent attention to detail and have risk identification skills;
• Must have excellent staff management, organising and coordinating skills;
• Candidate must be computer literate and proficient in the MS office suite;
• Code 8 driver’s license and own transport;
• Clear health, credit and criminal records;
• Written employment references;
• Working hours are Monday to Friday from 07h00 until 17h00;
• Required to be on call for any emergencies when required;
• Salary will be commensurate depending on experience.
Salary range R25 000 – R 30 000 PM

The successful candidate will be responsible for the following duties and responsibilities:

Manage the security
• Manage contractual agreements with security service provider;
• Manage and control access control systems and remote-control procedures;
• Liaise regularly with the security contractor;
• Liaise with the reaction company, Fort Klapperkop Security and the SA Police Service with regards to crime trends around the Estate;
• Ensure the guards are trained and portray a professional image;
• Implementation of policies and procedures;
• Ensure that the security procedures are adhered to at all time;
• Keep daily records of the following:
o Energiser output per zone
o Visitors
o Contractors

Maintenance of buildings, roads and gardens (common properties)
• Take full ownership of and manage the Home Owner’s Association Office as well as the estate environment;
• Manage the facilities in a cost effective and efficient manner ensuring a functional and safe working environment;
• Analyse, assess and resolve maintenance issues and instructing staff on the resolving of maintenance needs;
• Obtain quotations for projects and maintenance work to be done
• Constant assessment of the condition of the Estate (daily inspections);
• Compile and implement a maintenance program for the Estate;
• Coordinate planned and unplanned maintenance of buildings, equipment and assets (Diesel Generator, Transformer, Security Equipment, etc.);
• Attend to minor maintenance and repair work at the Estate;
• Attend to any emergency that may arise
• Do any reasonable duties as may be requested by the HOA;
• Manage all aesthetic and environmental aspects in the Estate.



Liaise with contractors performing building, maintenance and repair work in the Estate
• Ensure contractors are following the rules, procedures and protocol and that it is enforced;
• Ensure that the building site is clean and tidy before the contractor leave.

Liaise with residents and neighbours
• Regularly communicate with residents to keep them informed on Estate matters;
• Manage and liaise with all residents regarding complaints and resolve any issues;
• Keep record of all the residents and owners in the Estate;
• Manage and assist owners throughout the planning and construction phase and liaise with all parties involved;
• Ensure residents and their guests are following the rules, procedures and protocol and that it is adhered to;
• Liaise with Tshwane Nature conservation regarding the conservation area next to the Estate;
• Liaise with the neighbours of Estate to ensure good relations.

Gardening and maintenance personnel
• Coordinate the actions of the personnel to support the security of the Estate;
• Ensure that the gardens are always neat and tidy.

Financial and administration matters
• Timeously prepare and submit the Budget to the Board for approval – Annually;
• Ensure Rolling Budget updated with accurate forecasting – Monthly;
• Directly reporting to the Board of Directors;
• To perform any reasonable duties as may be required by the Board;
• Organizing and preparing monthly Board meetings, agendas, Board-packs and minutes of the previous Board meetings;
• Organizing, arranging and preparing Special General Meetings (SGM’s), as well as Annual General Meetings (AGM’s)

• Supervise projects initiated by the Board and regularly communicate the project status;
• Each task status and task quality to satisfy the Boards’ demands and needs;
• To timeously order cleaning material as required;
• To exercise, control and keep stock of all materials belonging to the Body Corporate, and to timeously inform the Board when such items require replacement;
• To inform the Board should any irregularities at the complex be observed;
• To monitor the movement in and out of units as well as the number of occupants in each unit;
• To ensure compliance with the Rules of the Body Corporate by the occupants and assisting the Board in enforcing the Rules of the Body Corporate;
• Attention to complaints and requests from residents, contractors and directors;
• Obtain quotations for work to be done
• Manage and control yearly renewal of Service Provider contracts and Service Level Agreements;
• Purchasing of approved maintenance and repair requirements;
• Control of all the security, maintenance and gardening stock (inventories);
• Reconciliation of petty cash, leave, over time and allowances;
• Processing the monthly invoices and check for correctness;
• Liaise with Impact meters on electricity and water matters;
• Liaise with Pretor on financial and administrative issues.

Occupational Health and Safety
• Keep up to date with regards to Facilities Management, Health and Safety, Building- and any relevant laws and regulations;
• Ensure that the Estate is visibly compliant to Health and Safety, relevant laws, regulations and procedures;
• Pro-actively identify risks and develop and implement plans to mitigate it.