Document Compliance Specialist

Bidvest Facilities Management; Johannesburg; On-site; ZAR 300,000 - 400,000; Full time

Job summary

A facilities management company in Johannesburg seeks a qualified individual to produce fire evacuation and council building plans, ensuring compliance with local regulations. The role requires at least 5 years of experience, proficiency in AutoCAD, and the ability to coordinate multiple stakeholders efficiently. The ideal candidate will have strong administrative skills and knowledge of building regulations, working within a dynamic team environment.

Qualifications

• Minimum 5 years' experience.
• Working knowledge of building regulations.
• Knowledge of local council submission requirements.

Responsibilities

• Produce fire evacuation plans and council building plans.
• Coordinate required certifications for occupancy inspections.
• Communicate with clients, consultants, and stakeholders.

Skills

Working with multiple stakeholders

Query resolution

Record keeping and filing

Planning and organizing

Conflict Management

AutoCAD

MS Office Suite

Education

Matric (Senior Certificate)

NQF Level 5 or 3-year National Diploma/Higher Certificate in Architectural Draughting

Tools

Excel (intermediate)

AutoCAD

Job description

Role Purpose

Responsible to produce fire evacuation plans, council building plans for submission, compile and coordinate all required certification to call for occupancy inspections, and get fire- and occupation certificates issued.

Main Outputs

• Regularly communicate and coordinate through meetings and e-mail with clients, consultants, landlords, architects and staff to compile and collect project information on feasibility and analyse the information to draw sketches and receive approval thereof from the client
• Apply necessary corrections to drawings when requested.
• Maintain and save drawings to various systems as prescribed by the various contracts.
• Perform site visits to gather necessary site measurement, layouts and building details to complete a set of sketches, working drawings or as built drawings when requested.
• Provide document – and record management system and administration support
• Ensure that drawing applications and space layouts comply with regulatory bodies, National Building Regulations (SANS), Occupational Health and Safety, municipal requirements, etc
• Attend meetings and conduct site visits as may be required by the client
• Responsible for the delivery of tasks within specified timeframes.
• Update and maintain Compliance tracker on progress of submissions and received/current compliance documentation.
• Prepare drawings for submission to due diligence streams.
• Occasionally travel to regions to facilitate council submissions
• Implement and maintain a process for ensuring that all relevant building certificates are maintained, and status recorded monthly

Daily Support and Management

• Establish and develop Workplace Solution capabilities by providing coaching and guidance to site teams to improve methods of carrying out work.
• Ensure that workflow continues without interruption.
• Ensure efficient and effective performance and turn-around times.
• Schedule and hold regular feedback meetings with all relevant staff and stakeholders.
• Ensure distribution and control of sensitive information and reports to authorised persons only.
• Ensure all related invoices are approved and sent for payment timeously.
• Ensure timeous procurement of vendors and related materials.

Customer Service and Advice

• Keep up to date with business developments and strategic objectives within the environment.
• Provide advice on general changes and compliance within the Drawing Office when required.
• Work with existing processes and procedures in such a way that operational efficiencies and performance are enhanced.
• Recommend processes and procedures to enhance operational efficiencies.
• Attend to and resolve all customer queries timeously or escalate when necessary.
• Follow up and follow through on all queries timeously.
• Update and maintain drawing information and stakeholder relationships.
• Manage conflict.

Additional

• Undertake such other responsibilities as directed by Management that will drive sustainability.
• Work in a flexible way so that tasks, which are not specifically covered in the job description, are undertaken.
• Take responsibility for one’s own performance.
• Promote BFM’s image and corporate citizenry through deliberate and co-ordinated activities.
• Adhere to the BFM’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.

Qualifications and Skills

• Matric (Senior Certificate)
• NQF Level 5 or 3-year National Diploma/Higher Certificate Architectural Draughting
• Code B Driver’s License
• Minimum 5 years’ experience
• Working with multiple stakeholders
• Query resolution
• Record keeping and filing
• Planning and organizing
• Working knowledge of Excel at intermediate level
• Performance Management
• Conflict Management
• AutoCAD
• Knowledge of building regulations
• In depth understanding of local council submission requirements
• Working knowledge of NBR, SANSA 10 400 and SANS 10 400XA
• Expert knowledge in applying and interpreting deemed to satisfy requirements in all SANS codes relevant to this field.
• MS Office Suite

Fundamental Competencies

• Initiative/Proactivity
• Supervisory Skills
• Customer Focus / orientated
• Teamwork & Partnering
• Results orientated
• Motivating others
• Innovative
• Relationship Building
• Stress Tolerant
• Talent Management Empowering
• Problem Analysis
• Interactive Reasoning
• Self-development Orientation
• Time Management
• Planning/Scheduling/Objective Setting / Flexibility
• Listening Skills