Operations Assistant

6 months ago

Johannesburg, South Africa TalentWorx Consulting Full time

Facilities management Diploma (Advantage)
- Related property management Diploma's / Degree's (Advantage) Minimum of 5 or higher
- Minimum of 3 years in a Facilities Management role.

The Operations Assistant is responsible to assist and support the Operations Manager with the day to day management of the asset and all required functions within the operational scope of duties. The operations assistant will take ownership and accountability of all tasks assigned to him/her by the operations manager and general manager and will act as acting operations manager in the absence of the appointed operations manager. The operations assistant duties will be management of the operational and facilities management functions within the building, managing and monitoring the various disciplines within this field including but not limited to technical maintenance & services, soft services, building projects & maintenance, financial management & procurement, utilities, sustainability innovation, policies, procedures, risk management and compliance in accordance with the OHS Act, NBR, SANS, Environmental Act, Municipal By-Laws and required ISO standards. In addition emphasis is placed on customer services (internal & external) ensuring that a world class facility & services are offered. The operations assistant will manage both an internal team of staff as well as overseeing the roles and functions of external service providers.

**BBBEE and Transformation**:

- Manages SLA's and vendors in line with BBBEE strategy to achieve set targets.
- Manages the tender process in the appointment of new vendors.

**Technical services & Maintenance**:

- Prepare & implement Preventative Maintenance Plans in accordance with required regulations and standards.
- Compile annual building audits for review and implementation.
- Compile and review Life Cycle Planning Implementation of best practices to ensure standards and life expectancy of equipment & systems are maintained.

**Soft Services**:

- Ensure that suitable & accredited suppliers are appointed in line with company policies.
- Ensure that SLA's are drafted and signed within requirements.
- Performance management of appointed service providers in line with the approved SLA.

**Building Maintenance & Projects**
- Prepare & implement Preventative Maintenance Plans in accordance with required regulations and standards.
- Compile annual building audits for review and implementation.
- Compile and review Life Cycle Planning.
- Implementation of best practices to ensure standards and life expectancy of building material, structures and finishes are maintained
- Manage various projects on site in line with required legislation, standards and approved projects plans.
- Ensures efficient maintenance is done by maintenance technicians and recording and sign off on My Buildings.

**Financial Management**
- Ensures efficient maintenance is done by maintenance technicians and recording and sign off on My Buildings.
- Compilation of operational expense and capital budgets in line with building requirements, business unit performance.
- Ensure budgets are based on annual building audits, preventative maintenance plans, life cycle requirements, compliance requirements and business needs.

**Utilities Management**
- Monitor and manage the utility management process in line with approved SLA.
- Ensure that all related equipment and systems are in order to ensure efficiency.

**Sustainability & Innovation**
- Monitor and manage sustainable projects / equipment on site
- Investigate & recommendation of new sustainable projects to improve building efficiency

**Risk Management & Compliance**
- Ensures compliance with all required regulations and standards.
- Controls, manages and governs the processes and systems within the area of accountability to ensure compliance and minimize the business risk.
- Implements all audit recommendations in area of accountability and resolve audit findings timeously
- Design, approval, implementation and maintenance of policies within the area of responsibility.

**Customer Service**
- Creates an environment which promotes a positive Customer Experience.
- Utilises Customer Data to proactively act on tenant requirements.
- Acts on escalated customer or tenant requests in a timeous manner.
- Maintain good relationships with all stakeholders both internal (property management) and external (tenants, service providers).

**Admin and Reporting**
- Provides weekly feedback reports to NFM.
- Compile monthly operational reports for management meetings
- Performs annual building inspection and compilation of annual building reports.
- Maintain masterfiles as per requirements.
- Ensure the full use and reporting on My Buildings or any building management software platform as per requirements.
- Ensures monthly reporting and updating of the Health & Safety plan.
- Ensures the monthly documentation and reporting of service provider meetings.
- Keeps record of information required

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