Facilities Manager

**GENERAL PURPOSE**

The Facilities Manager has accountability for the day-to-day facilities management service delivering customer support for a Customer-Centric Environment for the assets allocated by the Company. The extent of the service covers all accommodation types (student, tenants and commercial) within the allocated building space including technical infrastructure. The individual will be a highly motivated people manager capable of driving a high-performance team and maintaining an approach of continuous development towards the delivery of the services, including the management of performance and service standards
- customer service,
- operations,
- finance,
- technical,
- soft service maintenance,
- security,
- IT
- health and safety and
- project management.

**RESPONSIBILITIES**

**Reporting**
- Scheduled approved regulatory and company standards review and reporting of all buildings to ensure compliance.
- Ensure that the Safety and Security to Company Standards for buildings are adhered to as defined in SOP’s/SLAs.
- Submission of monthly Headcount to student admin by the 25th of every month.
- Understand and demonstrate adherence to the content of the Facilities Service Charter as it applies to the role.
- Ensure an administrative record of damages is managed and maintained for the portfolio (both recovered and un-recovered), which needs to tie back to the income statement and be reported on.
- Manage the various customer care portals and ensure issues meet the SLA requirements for all tenants.
- Ensure that all customer communications are actioned for customercentricity.
- Participation in the Precinct Management Forums and feedback to the organization.

**Asset Maintenance**
- Manage and contain operations within the confines of the Authority Limit Matrix as defined by the National Facilities Executive.
- Manage the outcome of the SPAPP and the maintenance turnaroundin buildings.
- Drive maintenance team with assistance from Maintenance Manager to comply with the SLA, flagging issues once identified.
- Effective management of the life cycle maintenance programme as specified by Company procedures.
- Monthly submission of the council services not provided, via a log sheet with monthly interventions detailed.
- Effective management of the preventative maintenance programme through FM System Tools:
- Lift, TV and intercom services in the buildings under control to remain fully compliant.
- Effective management of all health and safety aspects in the buildings under control.
- Management oversight of tenant process, (key barrels in building in particular during shut down period)
- Ensure fixed assets are accounted for as allocated to a specific building
- Furniture assets catalogue, review asset useful life and show progress report.
- Critical infrastructure Upgrade Programme recommendations in conjunction with Asset Management and to track deferred replacement and or maintenance.
- Ensure oversight of all critical building assets that impact the availability of the asset.

**Utilities**
- Integration of energy management (electrical, water, gas, waste streams) into the facility operational monitoring systems and review of profiled usage in line with Budget/Forecast.
- Manage and report on utility issues proactively and report to Asset Management.
- Ensure the ongoing operation of critical electrical, water, waste and sewer services

**Vacate and Intake**
- The Vacate plan and operating methodology are to be submitted by 31 August annually.
- Manage the vacate process and remediation works, end to end
- Buildings to be handed over to sales by 15th January.
- Manage the completion of work and asset readiness for intake

**Finance Management**
- Timely submission of invoices to Finance for services engaged via the desk per the PO SOP, with no deviation on the procurement policy
- Active management of up-to-date contracts register (with the support of the administrator).
- Track and report on the operational spend for allocated assets via the data provided by the finance team.
- Tracking of all donations and CSI related spend initiatives where assets are acquired or disposed and costs or income aligned.

**Risk Management**
- Compliance (company policies/legal and regulatory).
- Upkeep of all SLA’s.
- Status by the Building Report on logged issues as noted by System Tools.
- Working critical infrastructure in high rise buildings.
- Any operational risk to be reported to the National Facility Executive.
- Strategic Projects, Capital Expenditure and Cost Leadership_
- Manage, collaborate, and report on Adhoc allocated small projects.
- Continuous improvement of buildings.
- Post-mortems of all CAPEX initiatives delivered by the FM Team
- Post-mortem of intake and vacate period.
- Implementation of institutional norms and standards as approved.
- Employee Management_
- Development and Training Initiatives in place for each subordinate.
- Cyclical Employee Feedback on performance.
- Career Advan