Facilities Manager (Port Elizabeth)

ENVIRONMENT

• A leading property management company is seeking an experienced Facilities Manager to oversee the general condition, safety and functionality of the buildings within an assigned portfolio.
• The successful candidate will ensure that all properties remain safe, healthy, fully operational and compliant with company policies, the National Facilities Management Strategy and relevant industry regulations.
• The role includes managing service providers, executing and monitoring Service Level Agreements and lease obligations, coordinating maintenance activities, managing capital expenditure and delivering accurate operational reports.

DUTIES

Building Condition Assessments

• Conduct and compile annual building condition assessment reports.
• Identify repair, maintenance and renovation requirements.
• Prepare initial cost estimates for identified maintenance and repair work.
• Recommend appropriate corrective and preventative measures.

Facilities Management and Compliance

• Ensure all asset registers and Planned Preventative Maintenance schedules are accurate and current.
• Ensure all planned maintenance activities and services are completed on time and according to the required service specifications.
• Deliver an integrated facilities management solution in line with organisational strategies, policies and procedures.
• Ensure all required work permits are issued before work commences on-site.
• Implement and maintain Occupational Health and Safety requirements in accordance with the organisation's SHEQ policies.
• Manage service providers according to the requirements of applicable Service Level Agreements and service contracts.
• Ensure compliance with ISO 9001, ISO 14001 and ISO 18001 quality, environmental, health and safety standards.
• Maintain appropriate emergency and disaster-preparedness policies and procedures.
• Ensure staff receive ongoing emergency preparedness training, mentoring and support.
• Conduct quarterly property inspections, vacant-land inspections and entry and exit inspections.

Contractor and Service Provider Management

• Ensure faults, service issues and Occupational Health and Safety concerns are logged through the Help Desk.
• Raise tickets with the relevant suppliers or internal employees and ensure matters are resolved within agreed SLA timeframes.
• Manage building-fabric repairs, lighting replacements and the stock control of lighting consumables.
• Coordinate electrical, plumbing, structural and general maintenance activities.
• Manage minor ad hoc maintenance projects.
• Inspect completed work and ensure all job cards are appropriately signed off.
• Review service-provider and internal team performance against agreed SLAs.
• Report service failures and non-conformances to the relevant management representatives.
• Maintain an accurate and up-to-date facilities document library at regional and head-office levels.

Repairs and Maintenance

• Oversee and manage all repair and maintenance activities.
• Coordinate preventative and corrective maintenance across assigned properties.
• Monitor the quality, progress and completion of maintenance work.
• Sign off completed work after confirming that it meets the approved scope and quality standards.
• Minimise operational disruptions by ensuring maintenance requirements are addressed promptly.

Tenant Installations and Capital Expenditure

• Manage tenant installations and associated repair and maintenance requirements.
• Take responsibility for capital expenditure and ensure projects are delivered within approved budgets.
• Calculate and compare the cost of goods and services to maximise cost-effectiveness.
• Monitor expenditure and identify opportunities to improve financial and operational efficiencies.
• Ensure completed work complies with the approved scope, budget and quality requirements.
• Reporting and Cost Management
• Prepare accurate monthly facilities management reports.
• Report on outstanding Help Desk tickets and their resolution status.
• Provide updates on Occupational Health and Safety matters.
• Monitor and report on SLA performance.
• Report on the progress of ad hoc maintenance work and projects.
• Track and report on budgeted expenditure against actual costs.
• Provide additional operational reports as required.
• Recommend measures to improve cost control and operational efficiency.

REQUIREMENTS

• Grade 12 or an equivalent qualification.
• An appropriate tertiary qualification in Facilities Management, Construction, Mechanical Engineering, Technical Studies, Drafting or a related discipline.
• A Project Management qualification would be advantageous.
• Three to five years of relevant facilities management experience within commercial, retail or industrial property environments.

Technical Skills and Knowledge

• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Experience working with MDA or a similar property management system.
• Intermediate technical knowledge of building infrastructure, mechanical systems, technical services and soft services.
• Sound understanding of soft-services management.
• Knowledge of the Occupational Health and Safety Act.
• Knowledge of ISO 9001 Quality Management requirements.
• Understanding of ISO 14001 Environmental Management and ISO 18001 Occupational Health and Safety standards.
• Knowledge of Planned Preventative Maintenance programmes.
• Experience managing contractors, service providers, SLAs and service contracts.
• Sound budgeting, cost-control and reporting skills.

ATTRIBUTES

• Demonstrates initiative and a proactive approach.
• Strong supervisory and team-management skills.
• Customer-focused and service-oriented.
• Able to work effectively as part of a team.
• Builds and maintains sustainable professional relationships.
• Deadline-driven and highly motivated.
• Strong commitment to quality.
• Innovative and solutions-focused.
• Able to remain effective under pressure.
• Strong analytical and problem-solving abilities.
• Organised, methodical and detail-oriented.
• Excellent planning, scheduling and objective-setting skills.
• Strong written and verbal communication skills.