Technical Facilities Manager

7 months ago

Sandton, South Africa Secondments Recruitment Full time

**Job Advert Summary**:
Assist the Head of Facilities as needed to assure that all facilities evaluated are in compliance and pass the Management and/or Operations audits and escalate issues to the FM when necessary.

Carrying out reconciliation of payments to suppliers statement on a monthly basis

Processing and Payment of authorized invoices relating to the properties under management for payment in accordance to company policy

**Minimum Requirements**:
KEY COMPETENCIES
- Excellent communication and interpersonal skills on all levels.
- Strong negotiations and Leasing skills.
- Dynamic and enthusiastic
- The ability to interact professionally with the client
- Competent time management skills
- Professional attitude and capability and personal initiative
- Be deadline driven
- Professional attitude and capability and personal initiative
- Innovative thinking and ability to follow process

QUALIFICATIONS AND EXPERIENCE

**Qualifications**:

- Matric (Must)
- Ndip or degree in related field (added advantage)

Experience
- 1-2 years’ experience in a similar role
- Must have a strong electrical background
- Experience working with Low or High Voltage Maintenance preferred Skills
- Strong Proficiency in relevant computer packages (MS Office) and software packages
- Excellent attention to detail and numerate accuracy

**Duties and Responsibilities**:
KPA KPI

Facilities Management & Help Desk
- Adhering to deadlines set by management
- Adhering to criterion of helpdesk procedures
- Reporting to accountable Senior Facilities manager of work to be completed
- Follow ups and escalations of work orders daily.
- Following standards of the helpdesk procedures
- Guaranteeing supporting documents are attached to Helpdesk C-Works system
- Logging of complaints or other requests received from tenants for services to be rendered.
- Logging and completing of job cards and closing of work orders.
- Interacting with suppliers, Facilities Managers, Building Managers and Contractors to ensure all parties deliver on objectives and are up to date with current issues/changes
- Updating management of recurring difficulties with service staff or contractors and providing a resolve to the issues at hand
- Escalations of unresolved logged matters to company Management for assistance
- Rectify inquiries allocated by Management
- Project Management related duties such as supervising weekend work effected by contractors, supervising office division relocations to different floors as per management mandate and construction of new offices
- Responsible for preparing overtime reports for the handymen whenever weekend work needs to be scheduled and ensuring the client signs off for company Management to invoice to Client
- Alert and available to attend to building emergencies after hours such as water shortages or flooding, power failure, lift failure emergencies & fire sprinkler relocations only if the Senior Facility Manager is not available to attend to these emergencies
- Understanding the E-proc Sage program to generate requisitions, purchase orders and receipt purchase orders for payment
- Ensuring that coding and allocation of invoices are accurate
- Confirming that invoices are paid on time and in the most efficient manner
- Resolving supplier requests, problems and complaints related to the relevant accounts
- Submitting remittances to suppliers to confirm that monies owed to suppliers have been received
- Carrying out reconciliation of payments to suppliers statement on a monthly basis
- Ability to work without supervision, assist with audit preparation and supplying support documentation as requested.
- Keeping all documents diligently filed, as per filing system and archive files annually.
- Assist the FM to maintain the management of building services and statutes.
- Control source documentation and maintain the filing system.
- Administration and control of vender documentation.
- Ensure all assets comply and are maintained within the requirements of the Occupational Health and Safety Act, Local authority by laws and the SABS / SANS standards.

General
- Assist the FM to manage the reporting process of all incidents defined as "reportable" in terms of the Occupational Health and Safety Act.
- Manage service provider documentation as per the service provider procedure document.
- Complete risk inspection reports as per the OHS file per site.
- Perform vacation inspections.
- Manage and control all re-active purchase / work orders raised on the FSI system.
- Maintain all mechanical, electrical, structural and civil aspects of each asset within the official investment strategy of each asset.
- Comprehensive annual building inspections on all fully repairing and maintenance leases.
- Assist the FM to maintain and update the fixed contract schedule by the 15th of each month and forward to financial department.
- Outstanding purchase orders to be managed and followed-up daily.
- Liaison between internal & external clients in a p

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