Senior Facilities Manager
Johannesburg, Gauteng | Full Time | EE candidate | · Salary range of R50K to R55K (experience and qualification dependant) plus 5% Company provident fund contribution

The Senior Facilities Manager coordinates and oversees the facilities management function across a portfolio of properties in the central region, which comprises Braamfontein and PTA, ensuring high standards of maintenance, security, health and safety, project management, and services. The incumbent manages a team and implements and improves systems, procedures, and operations to increase the value of the company’s assets (buildings) and meet the organizational mission of being a “well managed, leading provider of clean, safe and affordable accommodation”.

The job will require the incumbent to work through the December period, and from 15 November to 15 February, no leave is granted. Being in the student accommodation space, we are always on 24 hours standby. Will be responsible for a portfolio of approximately 7 properties and will be senior to three facilities managers in the Johannesburg / Pretoria portfolio.

Facilities Management:

Implement and improve systems, procedures, and operations to ensure that the buildings are kept to the highest standards of health, safety, security, and maintenance;

Ensure that all buildings are clean, safe, and well maintained and that all maintenance is completed to the required specifications and standards

Monitor Pest Control/washroom contracts;

Lift contracts and services;

Heat pumps and boiler systems well maintained;

IT systems (in terms of the biometric system/turnstiles and student internet);

Ensuring that the area around the building/s is clean and duly serviced in terms of refuse and service delivery.

Manage fault reporting via the Facilities and Building Managers and the maintenance system and the Maintenance department;

Drive Maintenance service delivery and turnaround times together with the Maintenance Operations Manager (MOM).

Report all water and electrical related matters in the precinct to the necessary City Service Departments;

Ensure the highest security standards are maintained in every building;

Manage the relationship with FDO Manager;

Through the key shop ensure compliance of the required keys for the building;

Manage lift Upgrade Programme Recommendations (ongoing).

Ensure all access points to a building are secure including major risk areas;

Maintain and administer various reporting procedures set-up, including reporting to executive management – in particular, cost-effectiveness and analysis in relation to budget usage;

Build portfolio efficiency in the management of operational expenditure;

Ensure financial prudence in the management of structure/people/resources/services

Preparing monthly reports for submission to the Asset Management department

Oversee the management of vacate and intake and ensure that all inspections are carried out accordingly

Project Management
Ensure that CAPEX and Special Project funds are correctly spent and that contractors on site adhere to the project scope of works together with the Project manager;

Manage all the quotation and contract procurement processes;

Sign off all site work completed by external project contractors in conjunction with the Project Manager;

Participate in all site meetings for new refurbishment programmes together with the Project Manager and the Maintenance Team.

Execute projects together with the National Project Manager
Relationship Management

Nurture relationships with stakeholders and handle escalated queries and issues to maintain a healthy status quo with the support of the NFE and Marketing

Attend and participate in site meetings as and when required and provide input and recommendations.

Manage contractors/service providers and hold them accountable for adhering to SLA’s

Maintain health and safety standards of buildings

Report all health risks in the precinct to the City Health Department;

Ensure all fire prevention and firefighting equipment is in place and in proper working order;

Ensure that the building is compliant in all areas of health and safety in conjunction with the Health and Safety Officer;

Ensure all first aid boxes are in place and contents is current;

Ensure all fire & smoke detection are in compliance

Ensure each lift has a proper maintenance and inspection register in place and ensure procedures are in place to report lift breakdowns;

All lifts to have active (current) Annexure B's in place;

Manage the bi-annual fire drills in each of the buildings in the portfolio.

Create and manage a risk register, flag and escalate risks, mitigate risks.

Ensure that the contract file is up-to-date and current at all times and that no contract has expired and negotiate renewal 3 months in advance.

Ensure that all suppliers being used are at Level 4 or better and that BEE certificates are current

Lead and develop staff

Manage the team working in the area of responsibility

Ensure that they deliver to their job description and to company standard

Ensure that a development programme is in place for the upliftment of the Facilities & Building Managers in terms of their current skills set

Ensure all Building Managers have the competency, tools, and resources to perform their duties

Participate in employee recruitment

Manage direct report’s performance and resolve performance issues amongst staff to ensure ongoing deliverables

Encourage, motivate staff, and come up with recommendations as part of staff retention and to ensure a high performing team.

Engage with staff in disciplinary proceedings as per company policies and procedures

Strategic Projects

Planned Projects and Initiatives - Top Priority Projects

Ensure capital expenditure is well-motivated, include quotations and payback periods

Ensure that capital expenditure is within approved/budgeted levels.

Post mortems of all Capex's to be completed

Ensure (together with the Project Manager where applicable) that project cost analysis is produced at the end of the project as well as 90 days following to access value add of project

The successful management and control of the TI process and the budget reporting to those projects

Risk Management
Ensure Compliance (Legal and regulatory) at all times

Maintain SLA’s

Status by Building Report (monthly)

Any insurance claims to be reported to the NFE and finance within 24 hours

Ensure that internal controls are in place to ensure security/health & safety are achieved at all times

Recognize/identify and mitigate risk to ensure safety and wellbeing of life & structure

Inherent requirements:

EDUCATION:
Facility Management qualification or similar (properties/operations/projects) from an accredited institution

EXPERIENCE & SKILLS:
Facility and Property Management experience in excess of 5 years
Good leadership skills – proven record/experience to manage a team including up to middle management (at least 5 years)
·Operational experience with facilities as a core background – ability to get hands dirty
Accommodation property management and facilities is a plus
Hospitality and Facility Management
Both hard and soft services
Building Codes (NBR & SANS 10400)