Manager Planning And Scheduling

Manager: Planning and Scheduling

Permanent Position

Division: Assets and Operations

Reporting To: Senior Manager: Facilities Management

Job Level: Paterson D2

Job Purpose Statement: To direct and manage all operational matters related to allocation of tasks, resource planning and scheduling, feedback to customers and to ensure delivery of the highest standard to DTPC, Tenants and stakeholders.

Maintenance Planning and Scheduling

1. Develop a work order process flow and standard operating procedure.
2. Train personnel on the relevant and approved procedures on maintenance.
3. Manage logging of received maintenance enquiries reported by tenants, developers and DTPC staff.
4. Determine level of each work order, and prioritise accordingly.
5. Assess impact of certain failure modes and preventive maintenance on business.
6. Follow relevant procedures to obtain permits or approvals prior to scheduling works in critical areas for the business (e.g., Dube iConnect Data Centres, Dube Cargo Terminal).
7. Ensure maintenance requests are logged onto the relevant Management System (e.g., MDA or CMMS/EAMS).
8. Liaise with Maintenance Manager and Contracts Managers in terms of decisions for resource availability, allocation and deployment related to the various Job Cards or Work Orders.
9. Assign the job cards through the system to an appropriate Maintenance resource or external service provider for actioning.
10. Collaborate with Maintenance team and Contracts to ensure timely resolution of Job requests.
11. Manage efficient closed loop (open, execute and close work orders) workflow and minimum turnaround time of work orders.
12. Communicate, implement and enforce No Job Card/ Work Order – no repair or Maintenance Rule.
13. Utilise CMMS/EAMS to record all repair and maintenance transactions.
14. Provide work order/ Job Card use and process training to all maintenance staff and contractors to ensure all support correct capturing of transactional data.
15. Implement tactical interventions to minimise backlog of work orders/job cards.
16. Create and monitor KPI and operational target for work order performance.

Stakeholder Management

1. Service and communicate effectively with DTPC’s tenants and clients to meet their expectations of high service standards by regular proactive communication and feedback to tenants on progress on Job cards raised.
2. Regular and active communication with the DTPC Maintenance Manager, DTPC staff, Contracts Manager and service providers with regard to unplanned work orders.
3. Visit sites regularly and be hands-on in order to build and maintain relationships for service delivery to tenants.
4. Provide support to Property Commercial in terms of work orders related to tenants and DTPC’s revenue streams.

CMMS/EAMS Management

1. Provide leadership and custodianship of the CMMS/EAMS.
2. Support the service provider/s and ensure full implementation of CMMS/EAMS.
3. Operate and utilise CMMS/EAMS fully and efficiently to ensure value to DTPC.
4. Review and approve input data prior to loading into CMMS/EAMS.
5. Manage contract with CMMS/EAMS service provider.
6. Manage and ensure integrity of Asset Register as primary data source for a functional CMMS/EAMS.

Contract and Financial Management

1. Prepare and submit budget for the area of responsibility to the Senior Manager for approval.
2. Monitor expenditure against approved budget.
3. Prepare terms of reference and cost estimation for energy and utility related procurements.
4. Prepare variation memo and submit for approval by the Bid Adjudication Committee (BAC).
5. Prepare contract financial management tool (CFMT) on receipt of invoices for pest control management.
6. Review invoices to ensure the costs align to service provider’s/supplier’s contract rates and service level agreement.
7. Process invoices on a monthly basis and follow up with Finance in terms of payment.
8. Engage with service providers on price escalations, quotations, and work orders.

Risk and Operations Management

1. Liaise with Enterprise Risk Management unit of DTPC and compile a risk management plan for the maintenance scheduling and planning unit.
2. Maintain a valid and up-to-date risk register.
3. Implement risk actions plans.
4. Follow relevant procedures to obtain permits or approvals prior to scheduling works in critical areas of the business (e.g., Dube iConnect Data Centres, Dube Cargo Terminal).
5. Attend to relevant Operations task team’s/forum meetings and matters.
6. Draft any relevant policy to ensure the integrity of work planning and scheduling in DTPC.

People Management

1. Manage, support and motivate staff to perform at expected level.
2. Support training and development of skills for staff members.
3. Maintain Performance Agreements and Performance Assessments for staff.
4. Take ownership and continuously monitor achievement of Annual Performance Plan and related targets.
5. Provide exemplary leadership that demonstrates the values of DTPC.
6. Procure office furniture, office equipment, and office refreshments for the entire DTPC.
7. Discuss procurement of office furniture with the assets steering committee.
8. Review monthly stock-taking of refreshments and distribute procurement to various sites.
9. Attend to Bid Evaluation Committee Meetings.

Qualifications, Knowledge, Skills and Behavioural Competencies Required

1. Diploma in the Built Environment, Engineering field or equivalent.
2. Maintenance Planning and Scheduling certificate.
3. 8-10 years’ experience in the Maintenance Planning and Scheduling including working knowledge of any CMMS/EAMS, of which at least 3 years’ experience should be at a supervisory or management level.
4. Demonstrated experience in customer service.
5. Code EB driver’s license.
6. Experience in writing technical reports (graphs and tables) to management.
7. Understanding of the Public Finance Management Act (PFMA).
8. Understanding of the public sector procurement processes.
9. Computer literacy (MS Office and Excel).
10. Experience in risk assessment.
11. Innovation and creativity, analysis and problem-solving, information seeking, judgement and decision-making, systematic thinking, flexibility, drive and persistence, reliability, stress tolerance, effective delegation, facilitating teamwork, directing others, networking and developing relationships, written and oral communication, proactive communication, organising and prioritising, planning, customer and results focused.

Employment Equity

Preference will be given to Black candidates and/or candidates with disabilities, as per DTPC’s Employment Equity Plan.

Recruitment and Selection Process

1. Shortlisting of CVs based on minimum requirements of the role.
2. 1st Round Panel Interview.
3. Psychometric Assessment/s.
4. Verification Checks; and
5. 2nd Round Panel Interview, only if required.

Verification Checks

1. Criminal.
2. Credit (position of trust), if relevant to position.
3. Qualifications.
4. Reference Checks.
5. South African citizen.
6. Valid driver’s license; and
7. Positive verification of current remuneration package.

Remuneration and Benefits

1. R757,200 to R1,135,800 Total Cost to Company.
2. Cellphone allowance of R1,251 per month.
3. Non-guaranteed performance bonus.
4. 22 Working days leave per annum.