Facilities Manager

Tsebo Solutions Group; Johannesburg; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading facilities management company is seeking a Facilities Manager to oversee subcontractor relationships, maintain budget controls, and ensure high levels of customer satisfaction. The ideal candidate will have 2-5 years of experience in facilities or project management, along with strong communication skills and financial acumen. This position is located in Johannesburg, Gauteng, and requires a valid driver's license and own transport.

Qualifications

• Experience in Facilities, Engineering, Property or Project Management.
• Understanding of Safety, Health, Environment & Quality (SHEQ).
• Experience managing technical and non-technical staff.

Responsibilities

• Manage relationships with subcontractors to ensure compliance.
• Develop and implement maintenance plans and audits.
• Ensure customer satisfaction above 85% as per audits.

Skills

Excellent communication skills

Customer service centric

Strategic planning skills

Problem solving and analytical skills

Financial and business acumen

Strong project management skills

Education

2 - 5 years’ experience in Facilities

Good understanding of SHEQ

Valid driver’s license

Tools

MS Office Packages

Job description

Duties & Responsibilities

Sub-Contractors

• Meet regularly with contractors to ensure compliance with relevant SLA’s.
• Ensure that best price is offered for service.
• Maintain Service Provider matrix.
• Scorecards to be in place and completed for all Contractors.
• Contract File to be maintained for audit purposes.
• Ensure that in conjunction with Procurement department that all relevant documentation is completed and filed.
• Ensure that internal and external Service Level Agreements as defined in our Scope of Works are met.
• Manage the relationships with the building owners and contractors to ensure service delivery.
• Management of sub-contractors and external service providers.
  
  

Planning

• Assist with the management of regular and preventative maintenance plans and pre-approved capital projects.
• Control and approve all overtime requests from the various departments.
• Ensure that adequate resources are available as required by the SLA.
• Monitor departmental productivity to ensure work is carried out according to SLA to ensure no penalties are imposed on TFS as a result of non-conformance.
  
  

Commercial

• Management and control the contract budget.
• Maximize and create new business opportunities within the account.
• Manage the site budgets to meet financial objectives and provide monthly reports.
• Identifies opportunities for major revenue enhancement, major cost reduction and production efficiency.
• Manage and assist in financial month-end submissions to the client.
• Produce the monthly fee, pass through and salary quotation & invoices for submission to the client.
• Ensure that the client receives the required pass through, fee and salary invoices by the deadline.
• Follow up on payment of the above invoices once issued.
  
  

Customer Satisfaction

• Establishes and maintains a good working relationship with the client.
• Manage all aspects of partner interactions with the client and TFS.
• Develop and implement best practices for client services.
• Obtain and maintain an 85% or higher Customer Satisfaction Audit percentage.
  
  

Departmental Effectiveness

• Manage and maintain departmental effectiveness in line with the agreed SLA and ensure that the department provides a high level of service to the client at all times.
• Conduct technical audits.
• Oversee and manage staff grooming – ensure that all staff are always well groomed and present a professional image.
• Undertake regular physical inspections of the work environment and report on these to the senior facilities manager.
• Ensure that all departments are effectively manned and able to undertake the tasks they are required by the SLA to achieve.
• Ensure that all departmental tools and equipment are in optimal condition and arrange the repair or replacement of such should the need arise.
  
  

IMS & EHS

• Manage and control all aspects regarding Safety, Health, and Environment & Quality (SHEQ).
• Ensures continuous improvement and benchmarks services.
• Assist the client in managing safe work practices that are in line with Occupational Health and Safety Act.
  
  

HR & IR

• Establish and maintain a good working relationship with management and staff of all the sites for which you are responsible.
• Manage the staff time keeping & productivity to ensure that all SLA’s are achieved, and any transgressions are reported and managed accordingly.
• Conduct bi-annual KPA reviews with all maintenance staff and provide them with effective feedback.
• Provide each staff member with a PDA (personal development plan) and ensure that targets are achieved
• Communicate any training requirements with the HR department and FM.
• Ensure that any disciplinary actions are dealt with in accordance with the TFS Policy.
• Submit all documentation relating to the staff’s remuneration and packages by the due date to the required department.
  
  

Reporting

• Compilation of technical and management reports as well as data for the client and Senior Facilities Manager by the deadline provided.
• Monitor help desk statistics and audit to ensure adherence to Service Level Agreements.
• Produce ad hoc reports for the client as required.
• Ensure that all incident reports are submitted timorously
  
  

Skills and Competencies

• Excellent communication skills and relationship management skills.
• Customer service centric.
• Team and project focused.
• Strategic planning skills.
• Problem solving and analytical skills.
• Financial and business acumen.
• Strong project and resource management skills.
• Conflict handling.
• Very good oral and written skills that facilitate effective and persuasive communications with people at all levels within TFS and with external customers.
• Ability to deliver high quality and proactive service to internal and external customers.
• Ability to effectively manage processes and projects.
• Ability to identify, develop and apply new ideas and practices in areas of responsibility that are consistent with TFS’s strategies and which demonstrate a proactive approach to meeting the needs of the account.
• Ability to develop good internal and external networks and to gain credibility with management, staff and external parties.
• Ability to provide leadership, counselling, motivation and constructive performance reviews of staff, securing their respective commitments to the department’s goals.
• Ability to handle conflict situations.
• Ability to use own initiative and to operate with no management support when required.
• Must be an extrovert and be approachable at all levels in the working environment.
  
  

Qualifications

• 2 -5 years’ experience in Facilities; Engineering environment; Property or Project Management or equivalent knowledge and skills.
• Good understanding and experience of Safety, Health, Environment & Quality (SHEQ).
• Good financial and business acumen.
• Working knowledge of equipment, materials and supplies used in facilities management.
• Good understanding of SLA’s and Management contracts.
• Operational experience at a managerial level.
• Knowledge of LRA and managing labour relations issues.
• Valid driver’s license and own transport.
• Experience in managing technical and non-technical staff.
  
  

Computer literacy on MS Office Packages (MS word, Excel).