Facilities Manager

Key Accountabilities/ Principal Responsibilities Primary Duties Manage designated site Manage staff and sub-contractors Manage contractors Client liaison Landlord liaison Invoicing submission and control Management Reports FM Solutions general operations Implement and adhere to Processes and Procedures Manage Health and Safety Secondary Duties Manage Designated Sites Maintain service levels Complete customer focus Pro-active inputs Feedback and communication to Head Office Manage Staff Create and adapt staff work profiles Performance measurement Delegate responsibilities Service assessment on Key Performance Areas Corrective action Manage Contractors Ensure a valid Service Level Agreement (SLA) exists Know all the SLA terms and conditions Adhere to FM Solutions SLA Ensure proper service delivery Performance measurement If needed: Institute non-conformances Approve service schedules Initiate and approve requests for service Follow up on outstanding Helpdesk Work Orders and Requests Client and Landlord Liaison Regular Operations Meeting with client Note areas of concern, if possible, action to rectify Feedback to line Manager Regular Project Feedback to client Ensure client satisfaction Complete all / any client requests Invoicing Control Compare invoices to Work Orders Attend weekly finance meetings Approve and process of payment within specified time frame Forward to Head Office Accounts Department Familiarise yourself with the approved invoicing procedure and abide by them Ensure timeous submission of invoicing by Contractor Tracking of all invoicing Management Reports Complete a monthly Management Report for the Client, highlight all operational issues and comment on the status of such issues Report on status of projects Report on staff (FMS) Highlight concerns Make recommendations or submit request for assistance FM Solutions Operations Negotiate Contracts with Client with Line Manager Approval Negotiate Supply Contracts with Vendors Negotiate Lease Contracts with vendors with Client and Line Manager Approval Ensure that all Operational Outputs get noted Timesheet management On-site expenditure Communicate all operational aspects to staff Ensure that client has been made aware of any operational changes Make recommendations on any operational issues that need to be altered to fit individual sites CAFMS Process and Procedures Institute all approved process and procedures Adapt and make site specific If needed create additional Communicate to staff Ensure all staff understands Implement revised process and procedures Measure validity as a repetitive exercise Report back to Head Office Forward site-specific Process and Procedures to Configuration Management Key Skills and Experience Grade 12 3 Year tertiary qualification Min 5 years relevant experience, which included Project Management and Organisational Planning Good PC skills with MS Office essential. Knowledge of legal aspects pertaining to contracts etc. Knowledge of the helpdesk as a tool to manage outsourced service provision to a corporate. Budgeting experience Working knowledge of e-Commerce initiatives. Occupational Health & Safety People and Management Skill People & communication skills (written and oral) Good and proven leadership skills Customer focused Ability to work under pressure Self-managed Ability to create and maintain budgets Able to keep contractors in line with agreed Service Level Agreements (SLA's) Negotiation skills. Initiative, vision & drive. Project management and organisational planning skills. Analytical thinking and problem solving Planning and aligning Organisational and administrative skills Relationship management Learning and adaptability Strong accounting skills Key result areas Understand role of reporting to the business and client Understand role of managing staff to closely ensure output is aligned with business requirements Understand interworking with various teams to ensure client financial compliances Understanding that feedback and communication is critical to success