Junior Facilities Manager

3 months ago

Cape Town, South Africa Tree of New Beginnings Full time

**Role and Responsibilities**

Junior Facility Manager supports residential and commercial customers in providing facility services and customer support for a Customer Centric Environment.
The Junior Facility Manager provides a service to the customers in the buildings supported.

These may cover:
- The supervision/management of soft services (soft services allude to cleaning, landscaping, security and human-sourced non-technical services), the hard services (electrical, mechanical, structural, water and sanitation, handyman services, fire alarm systems, lifts, etc) that would be found in a multilevel-built structure.
- Customer service supervised is:_
- security,
- health and safety,
- Adhoc maintenance and operations requests,
- compliance to building charters of South Point by incumbents.

The incumbent may live on or off site. They work closely with the security staff in providing the South Point Customer Service

**Minimum experience and requirements**

**MUST HAVE**

**Education**:

- Grade 12
- Possess a FM qualification or equivalent - (NQF level 4-6 Level)

**Experience and Skills**:

- Finance (Basic - Intermediate understanding) 2+ years.
- Possess a FM qualification or equivalent - (NQF level 4-6 Level)
- 3+ years of work experience with a focus on Facilities and Maintenance Management

**Behavioural Dimensions and Skills required**
- Ability to:_
- Manage Conflict between staff and tenants
- Manage tenant expectations on delivery for no surprises
- Report and resolve &/escalate tenant complaints
- Deal with tenant violations of house rules with Customer Services
- Risk Management
- PC literate i.e. Microsoft systems.
- Must be prepared to be on call and work out of normal working hours where applicable.
- Knowledge and awareness of the facilities management industry.
- Strong customer service experience.
- Self-motivated, resourceful and
- Strong compliance and insistent delivery to SP standards.
- Strong communication skills.
- Co-ordination of services provided by multi-service teams to meet tight deadlines.
- Must have good computer skills i.e. MS Office.
- Written and verbal communication skills.
- Operational experience in Health & Safety
- Practical experience in dealing with contractors and suppliers.
- Consistent and fair in approach and able to identify and resolve problems. Good administration and organisational skills - ability to prioritise work activities.

**DUTIES**

**_ Customer Service_**
- Feedback is provided timeously to the person who raised the request.
- A high level of customer satisfaction is attained in all engagements.
- Interaction with customers on all aspects of their occupancy.
- Complaints and non-compliance to Code of Conduct are noted and communicated immediately to customer services for resolution.
- Manage the Access Procedures of SP Management on tenant process, (key barrels in building in particular during shut down period)

**_ Operations and Asset Management_**
- Checklists on the FM Tool Set are completed in full and on time. Maintenance issues are logged proactively and reported within SLA time frame
- Follow-ups are conducted regularly and escalated to the Facility Manager if not concluded within the repair time frame
- Maintenance staff are not left unattended when working in occupied flats (with absent tenants)
- All maintenance jobs are completed as assigned in the most efficient manner and closed off on the FM tool set.
- Monitor and confirm availability of mechanical, electrical and fire systems, logging jobs to correct any work identified, thereby informing the maintenance team.
- Ensure all preventative maintenance tasks are complete, sign off on acceptable delivery performed by maintenance team or vendors.
- Ensuring all asset registers for the allocated building, including storerooms, are current at any given time. Any shortage or over stock noted with FM.
- Ensure both hot and cold-water provision in the allocated buildings meet user requirements, proactive resolution on issues noted.
- Participate and deliver the process deliverables for the Vacate and Intake seasons for students.
- Ensure all reporting on Vacate and Intake are completed on the day of occurrence, noting excessive wear and abuse to the FM/SFM on the same day.

**_ Health and Safety_**
- Checklists are completed in full and on time on the FM Tool Set.
- Fire, Health and Safety issues are reported, captured and tracked to resolution as per SP FM Tool Set.
- Follow-ups are completed daily, and issues escalated to the Facility Manager / HSE Manager with no surprises and meeting of committed delivery timeframe

**_ Soft Service Delivery_**
- Building Soft services are provided as per Soft Services Service Level Agreement.
- Substandard service delivery is resolved with the service provider and documented for review with the Facility Manager
- Customers are engaged and updated on queries logged

**_ Utilities_**
- Track and report on excessive consumption of main water and electric

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