The Facilities Manager is a champion of the student experience in respect of hard and soft services that contribute significantly to ongoing occupancy levels and customer satisfaction of all residents . Success will be measured through both occupancy and building operational efficiency that result in asset value protection and growth as a result of effective execution of the key areas: general management, maintenance, security, health and safety and project management. Ours in a customer oriented service business, in real estate.
Our work programme and schedule is dictated in large part by academic year which typically ends in December and commences again in February. As such, The job will require the incumbent to work though the December period, and from 15 November to 15 February no leave is granted. In addition, our service is not always restricted to office hours as our clients are in our care throughout the 10 months they are in occupation of our buildings and therefore we are sometimes required to be on 24 hours standby. Passion for service, people and quality are critical in the performance of your role. Will be responsible for a portfolio of approximately 10 properties and will be one of the three facilities managers in the Johannesburg / Pretoria portfolio.
Day to Day Management
Daily/weekly/Monthly review and reporting of all buildings to ensure compliance with approved standards.
Ensure that the Safety and security of buildings are adhered to as defined through the South Point Standard.
Submission of monthly Head Count to student admin by the 25th of every month.
Assist with monthly variance reporting of actual vs. budgeted (and year to date).
Daily management of expenses (Financial Management)
Cashflow management in accordance with approved budgets.
Understand the content of the Facilities Service Charter and what the role is within this.
Ensure that an administrative record of damages is maintained for portfolio (both recovered and un‐recovered) which needs to tie back to the income statement and can be reported on.
Effective management of the life cycle/preventative maintenance programme is delivered to the building.
Effective management of the preventative maintenance programme.
Manage and contain operations within the confines of the Authority Limit Matrix as defined by the National Facilities Executive.
Manage the customer care portal and ensure that no issues are outstanding (outside of the SLA) in terms of the commercial.
Manage the SP APP and the maintenance turnaround in buildings. Drive maintenance team to comply with the SLA to quality & standard.
Lift, TV and intercom services in the buildings under control to remain fully compliant.
Effective management of all health and safety aspects in the buildings under control.
Management of lock‐out barrels in building in particular during shut down period.
Ensure that all emails are actioned
Timely submission of Invoices to Finance for payment.
Active management of up to date contracts register (with the support of the administrator).
Ensure that pumps are not rolled from building to building and that the pump is matching in its specification to the task at hand
Furniture assets catalogue and review asset useful life, show progress report
Integration of energy management into operational monitoring and plan
Tracking of all enterprise development initiatives (and submission to HR)
Tracking of donations and CSI related spend (and submission to HR)
Monthly submission of the council log sheet and attendance of council meetings.
Participation in the Precinct Management Forums
Implementation of institutional norms and standards as approved
Management of approved lift installation programme as per budget
Presentation and motivation for older generation buildings to be upgraded (if approved then project management oversight)
Ensure that all building with a pit underneath the lift has an active and working pump so to ensure there is no water at the bottom of the lift and that the trailing cables pull water through the machinery
Vacate and Intake:
Submission of the revised vacate plan and operating methodology annually by 1 September
Setting up the key shop for the vacate / intake period)
Buildings under control must be ready for handover to the student department by the 15th of January annually. All maintenance teams must draw back from the buildings
Manage recoveries vs expense of vacate/intake protocols
Ensure that the company (buildings in your control) complies with all legal and regulatory requirements in your area of responsibility (to prevent any recourse to action from our client or staff)
Ensure implementation of quarterly training and development plans as approved
Ensure that training investment has added value to both incumbent and organisation
Conduct quarterly KPI's with all staff reporting to you
Facilities and Property management
Accommodation property management
Hospitality and Facility management
Good communication skills (written and verbal)
People Management/employee development
Self-driven and deadline driven
Facilities management experience
Forecasting skills/ numbers oriented for budget purposes
Facility Management Diploma
Professional Membership with South African Facilities Management Association (SAFMA) is desirable
EXPERIENCE & SKILLS:
Facility and Property Management experience of at least 3-4 years
Accommodation property management is a plus
Hospitality and facility management
Both hard and soft services
Building Codes (NBR & SANS 10400)
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