Senior Facilities Manager

2 weeks ago

Sandton, South Africa Broll Property Group Full time

The Senior Facilities Manager will be responsible to review, create and manage systems, projects, programs and contractors to ensure that the facility services support the business goals and objectives of the company.

Responsible for the day to day management and supervision of all Facilities Management services, including general Administration, Servicing, Business Continuity Management, Health, Safety & Environment, Office Services and Maintenance for all client disciplines in the FM space.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

**1. Assumes responsibility for Documentation, Policies and Procedures**
a. Review and introduce policies, procedures and systems to provide and promote world class facilities services
b. Ensure building maintenance documentation is dated and correct.

**2. Assumes responsibility for the following regarding Facilities Management**
a. Ensure technical support services are functional and operational including but not limited to mechanical, electrical, fire prevention, plumbing, quality management etc.
b. Manage services related to facilities including health and environment activities, hygiene, pest control, key management etc.
c. Management of a facilities helpdesk.
d. Interact with contractors and act as a project manager on facilities related roles including building alterations, emergency power supply, emergency related requirements etc.
e. Management and control of safety equipment.
f. Manage contractors involved in facilities/maintenance work at the premises.
g. To manage communication, administration, technical and maintenance support.
h. Ensure plant and equipment is maintained and functional
i. Ensure maintenance management services in terms of plant and equipment takes place.
j. To manage the company vehicles and drivers to ensure full optimization of resources and support internal and external role players
k. To manage postal services within the business
l. Ensure sufficient reporting and information systems in place to support the business (BI and MIS)
m. Procurement management
n. Management of staff and contractors in the facilities management area
o. Manage and review all Personal Protective Equipment (PPE) for all facilities management staff and contractors

**3. Assumes responsibility for Business Continuity Management**
a. Oversee planning and preparation of Business Continuity (BC) documentation in relation to Call Trees, Business Impact Analysis (BIA), Risk Assessments (RA), Business Recovery Plans (BRP) etc. as part of being the Business Continuity requirement.
b. Ensure regular updating of BC documentation
c. Oversee testing of BC Plans i.e. simulation, component testing and end-to-end testing of systems and processes.
d. Review and update BC plans in order to align with client policy requirements.
e. Formulate teams as per BC requirements.
f. Provide necessary feedback as deemed reasonable
g. To act as the Facilities controller/coordinator during BCP and ensure that there is a database of contractors who will be able to provide the required level of assistance in a BCM scenario.
h. To manage any mobile facilities teams in a BCM scenario.

**4. Assumes responsibility for the following regarding Property Management and Real Estate**
a. Ensure the Business/client is provided with appropriate facilities that are safe, efficient and correctly insured within client and statutory guidelines, under the direction of the client FM lead and Buildings Committee.
b. Ensure all Real Estate are maintained in a habitable, Healthy & Safe and Secure state.
c. Work with Facilities team as well as with OHS Officers to supervise all maintenance works done at properties with approved service providers taking applicable local legal requirements into consideration (BEE - SA).
d. Work with client management to ensure that space conforms to country regulations, client standards and more important long term strategic plans.
e. Ensure that records as reflected in the appropriate System (Broll On-Line but not limited to) for the client sites and are reviewed and updated as floor plans and space requirements change.
f. Manage the relationships with Landlords/ Managing Agents for all applicable sites being serviced.
g. DailysSite visits to maintain appropriate and required functionality and quality.
h. Manage all necessary other requirements.

**5. Assumes responsibility for Record Management**
a. Ensure to provide appropriate operational support to the Process Owner for the operational aspects of record keeping. This covers but is not limited to documentation categorisation, retention schedules and destruction including any off-site archiving processes and contracts for the facilities department.
b. Monitor and ensure that standards (ISO9001) are adhered to in relation to how records are classified, catalogued and stored.

**6. Assumes responsibility for Security Support (only if part of scope)**
a. Implement and/or maintain security systems identified regarding the compliance to physi

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