Soft Services Manager

1 week ago

Musina, South Africa Empact Group Full time

**Operational Coordination**:

- Manage the Client’s requirement, aligning it to overall Infrastructure Strategy.
- Through continued advice and regular monitoring ensure that the standard of service received from external contractors is aligned with Clients and or Soft Services requirements.
- With effective management and coordination of outsource soft services vendors maintain a professional and efficient delivery of FM Soft Services at all sites.
- Manage through advice and assistance to site staff, soft services vendor compliance to contract SLA’s.
- Assess and ensure that proposals are a true reflection of the requirement for a new site prior to submission and reassessed prior to implementation.
- Through continued/structured reporting from site Managers and or supervisors and regular monitoring of soft service outsource vendors ensure that all the buildings soft services equipment and systems are fully functional on a 24hour basis.
- On a quarterly basis reassess compliance by soft services vendors to processes and procedures as per the agreed SLA’s.
- Draft and submit the Scope of Work / SLA’s with reference to tender document requirements. (Assist with the preparation of detailed documentation sufficient to allow for tenders about Soft Services to be called for).
- Conduct Quality and Soft Services audits on a quarterly basis and when required.
- On request participate as a member of the professional team on building projects.

**Reporting**:

- Identify and prepare relevant information and data for reporting purposes
- Make assessments of and draw solutions from qualitative data.
- Make logical deductions and draw conclusions that can be motivated
- Prepare and submit clear, concise and relevant reporting in line with reporting requirements to the relevant line Manager.
- Quality Management Input into the development of systems and processes to continuously identify quality constraints and improve on re-occurring problems
- Input into the establishment of systems and sound practices in order to comply with best practices, legislation or other regulations and guidelines
- Establish and maintain quality standards that will enhance the overall functioning of the building and the services and cost efficiency Work consistently according to standard operating procedures Understand the quality standards of the job and the reason for these standards, and communicate these reasons to others
- Understand and communicate the consequences of not maintaining quality focus (consequence management)
- Identify processes and procedures where the quality of work may be improved
- Analyse situations and take necessary action to ensure quality is maintained
- Seek feedback from clients and stakeholders and continuously seeks ways of improving on quality and customer service standards
- Define and monitor the execution of processes and procedures regarding facilities soft services
- Ensure that all processes and procedures implemented are aligned to the set operational framework
- Ensure that workflow continues without interruption
- Continually improve existing processes and procedures to enhance effectiveness, efficiency and performance.

**Environmental Management**:

- Implement environmental sustainability policy strategy and manage energy consumption and waste disposal at sites.
- Measure energy consumption Monitor and control water management, building energy management, compliance to environmental regulations
- Provide feedback on safety, health and environmental issues to the responsible Manager.
- Communicating risk and hazard areas to clients
- Work in close conjunction (Advise & Assist in Area of Expertise) with the Safety Health & Environment Team when they are conducting site surveys & audits.
- Risk Management In conjunction with the relevant experts, conduct risk management audits and relevant ISO Quality Management Programmes
- Propose risk management controls to be implemented.
- Ensure sites compliance to ISO Standards

**Experience**:

- 3 years’ experience in a soft services environment, with at least 2 years in a management position.

**Education**:

- Matric and Contract Management is an added advantage

**Competencies**:

- Ability to anticipate and resolve issues, or obstacles, which impact timely completion or the quality of tasks
- Ability to work well under pressure and meet tight deadlines
- Demonstrate a very high level of attention to detail
- Problem-solving, innovation and continuous improvement
- Demonstrate excellent communication skills
- Ability to think strategically and critically
- Customer-centric philosophy
- Results driven
- Good interpersonal skills
- A self-starter
- Ability to work independently
- Ability to manage conflict
- Ability to influence others
- Ability to follow through with a task

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