Facilities Manager

Facilities Manager
Job grade: D1

The purpose of this position is to manage multiple strategic functions of building operations and maintenance of facilities.

The Facilities Manager reports to the Portfolio Manager.

The Facilities Manager is responsible for 3 Building Managers and 5 Handypersons.

Budget Responsibility
Ensure all costs are in accordance with budgetary restrictions and monitor budgets accordingly.

Duties and responsibilities
- To optimise the life span of the buildings by determining the maintenance requirements and creating a maintenance plan within the allocated timeframes at optimal costs while continually re-evaluating.
- To manage the implementation of planned maintenance activities and ensure ongoing execution by project managing the entire process.
- To provide technical and operational support and assistance to the Portfolio, and Building Managers.
- To ensure compliance to statutory regulations, policies, and procedures by conducting inspections and liaising with tenants to assist with non-compliance.
- Monitor BO installations, take-on inspections, and take-back inspections.
- To project manage the refurbishments, redevelopments, additions, and redecorations of buildings.
- To manage and coordinate staff activities and deliverables (Building Managers, and Handymen), by ensuring compliance to policies, upskilling staff, and effectively using the company performance and development management system. To share all relevant information with the team as well as provide support (answering queries and providing advise).
- To perform administrative functions such as issuing of orders and processing of invoices in accordance with the company procurement policy.
- To liaise with clients, responding to queries in quick turnaround times and generally manage the client-landlord relationship.
- To effectively manage service providers, to ensure effective and efficient service delivery in a cost-effective manner and in line with good business practices.
- To conduct building inspections to ensure standards are maintained.
- To identify opportunities to optimise the performance and efficiency of the building (i.e., water saving initiatives - greening initiatives) and to ensure the delivery of high value-add recommendations.
- To monitor, investigate and report on optimum recoveries on all utilities, including the required meetings.
- To ensure procedures are in place to mitigate and manage risk, ensuring buildings are compliant to prescribed legislation, implement corrective action when required.
- To ensure timeous and accurate report writing.
- Preparation, Implementation, monitoring, and reporting on capex and OPEX budgets.
- Ensure proactive life cycle management of all assets within the Portfolio.
- Ensure year on year proactive maintenance planning of all assets within the Portfolio.
- Oversee RIMS proactively with the Building Managers team.
- Oversee Growthpoint Maintenance Service Desk effectively and drive Statutory and Preventative schedules. Managing reports & follow up.
- Procurement - Align supplier management / procurement with GPT objectives.
- Track SLA’s and ensure implementation thereof.
- Attend and manage KPA meetings with service providers.
- Oversee Asset Register with Building Managers.
- Oversee Roof Schedules in conjunction with Building Managers.
- Oversee Sprinkler schedule in conjunction with Building Managers.
- Oversee SAPOA Records and Property Information schedules.
- Oversee Small Works Rates and facilitate the small works RFP.
- Assist in the recruitment of technical staff for the sector.
- Manage Performance management and KPIs of service providers.
- Share knowledge and information across sectors and regions in improving collaboration.
- Leverage technology advances to ensure best practice implementation within the Portfolio.
- Assist with sustainability plan and roll out of initiatives.
- Ability to read and track income statement movements, including analysis of accounting transactions.

Experience & Qualifications
- BSc. Property Construction Studies / FM Management Degree and five years of experience with a technical qualification such as Electrical \ Mechanical technician.
- Green Building Accredited Professional or a relevant Built Environment Certificate plus minimum 10 years’ Facilities and Built Environment experience.

Competencies
- Computer literate (full MS suite), advanced Excel skills.
- Computerised Maintenance Management Systems (CMMS).
- Excellent verbal and written communication skills.
- Well-developed interpersonal skills.
- Budget management skills.
- Report writing skills.
- Project management skills.
- Time management skills.
- Technical building maintenance skills.
- In depth understanding of market trends.
- Strong negotiation skills.
- Strong organizational abilities, accuracy, and attention to detail.
- Knowledge of safety, fire, and emergency procedures.
- Knowledge of Occupational Health and Safety Act and relevant legislati