Key functions: 

Manage acquisition and registration of fixed assets.

• Identify and assess the need for procurement of fixed assets.
• Compile specifications thereof.
• Assist the end-users assist the end-user to compile/develop the specifications according to the compliance requirements from OHS Act, building maintenance requirements, building regulations, etc.
• Ensure specifications of these items are in accordance with the requirements.
• Assist SCM/end-users with queries regarding the assets from the services providers. This includes examining/assessing the samples/shop drawings to make sure that everything is in accordance with the specification and compliance.
• In collaboration with Assistant Manager – Finance, management, and coordinate asset disposals.

Manage acquisition and registration of fixed assets. 

• Identify and assess the need for procurement of fixed assets.
• Compile specifications thereof.
• Assist the end-users to compile/develop the specifications according to the compliance requirements from OHS Act, building maintenance requirements, building regulations, etc.
• Ensure specifications of these items are in accordance with the requirements.
• Assist SCM/end-users with queries regarding the assets from the services providers. This includes examining/assessing the samples/shop drawings to make sure that everything is in accordance with the specification and compliance.
• Work in collaboration with Finance Unit / management to co-ordinate asset disposals.
• Perform tasks that flow from the audit results as per auditors’ plan regarding fixed assets. 
• Implement audit recommendations regarding fixed assets.

Building maintenance, repairs, service, maintenance of equipment 

• Ensure that the buildings and equipment are adequately maintained and kept in good working order to preserve the longevity of the useful lifespan.
• Oversee the effective functioning of the back-up generators and UPS systems. 
• Inspection of buildings and equipment to ensure preventative maintenance. 
• Management of a preventative maintenance plan and procedure. 
• Manage and ensure adequate availability of utilities i.e. diesel for the generators, water, electricity, etc. Development and management of the service plan.
• Conduct daily audits on Facilities Management services rendered and ensure that prescribed work quality and standards are sustained.

Management of gardening, security and cleaning services, security/access control systems. 

• Management and supervision of contracted service provider and make sure that the SLA, specifications, and industry regulations are adhered to. 
• Liaise with the service providers regarding any operational issues or operational requirements. 
• Ensure adequate and maximum protection measures pertaining to the buildings and equipment. 
• Management of maintenance, repairs, and improvement of security systems (both physical and automated) across the board. 
• Attend to all security issues and queries pertaining to QCTO properties. 
• Make sure that the building cleanliness is always maintained and kept at good standing. 
• Perform audits of building cleanliness and hygiene and address the issues with the supervisor on site. 
• Manage SLA with service providers for servicing, repairs, maintenance of air conditioning systems, electronic security systems install, general building maintenance and property management. 
• Manage performance and compliance of contractors on site for Physical Resources Planning sub-unit. 
• Assist Supply Chain Unit with the negotiation of the contracts and renewals pertaining PRP. 
• Make sure that all complains regarding these services are addressed and resolved with immediate effect.
• Attend to after hour alarms/call outs as and when needed.
• Building strategic relationships both internally and externally
• Management of office space and accommodation. 

Building development 

• Advise management on the requirements of building development. 
• Attend meetings with built environment professional team and contractors.
• Assist with guidelines on building renovations, alterations, and development. 
• Manage and oversee execution and completion of renovations contracts to acceptable standards.
• Provision of guidelines in terms of specifications and requirements.
• Explore and recommend innovative methods, based on best practices, in order to bring about cost-effective solutions
• Demonstrate and instil effective adherence to processes on infrastructure maintenance.

Management of office space 

• Allocation and management of office space for current and new employees. 
• Planning of office space and acquisition of furniture for new staff members. 
• Management of movement of staff to different workspaces/offices where applicable. 
• Liaison with different units/branches regarding the availability of office space, and requirements.

Management of OHS Act guidelines, Building Regulations, Building by laws compliance. 

• Appointee in terms of the Occupational Health and Safety Act (Act 85 of 1993) – responsible for the health and safety matters of the Company as regulated by this Act and its Regulations. Must ensure that the statutory requirements are always met. 
• Facilitate induction on health and safety for all staff members including clients/visitors attending meetings and workshops. 
• Ensure awareness of health and safety via communiques and training of employees on an on-going basis. 
• Ensure that evacuation procedures are always followed and adhered to. 
• Ensure adherence and always implement a fire prevention procedure.
• Implement and rectify all the audit findings regarding OHS Act and Building Regulations.

Manage sub ordinates and contracted services providers’ teams on site. 

• Management of Physical Resources Planning team and ensure that they adhere to their job descriptions and performance agreements. 
• Manage and develop team according to their training and development needs. 
• Measure/assess performance and need for development of the team. Job Description: Assistant Manager: Physical Resources and Planning 
• Management and supervision of service providers’ teams on site and make sure that the operations are as per the SLA and specifications.
• Manage performance & conflicts within subordinate employees & effect corrective actions, in line with company policies/procedures. 
• Manage staff performance & facilitate improvement through regularly monitoring performance & providing required coaching, support & feedback
• Identify gaps and deficiencies in services, advise and effect solutions as part of Continuous Improvement on FM services rendered

Attendance of meetings 

• Attend other internal meetings (ad hoc). 
• Schedule and attend meetings with external service providers on a scheduled or ad hoc basis according to operational needs.

Liaison with Tenants ant other relevant stakeholders. 

• Liaison with the tenants and other relevant stakeholders
• Attending to all issues raised by the tenants and make sure that other stakeholders attend to these queries. 
• Make sure that all the requirements from the tenants are addressed in regards with the utilities and office accommodation.

Job Requirements

•  A recognized three-year National Diploma/Degree in Facilities Management, Property Management, at NQF 7 Level
• Must have Project Management knowledge, experience, and certification.
• Experience in Operations Management
• Grade 12 / Matric (Senior Certificate)
• Valid Driver’s License
• Minimum 6 years relevant experience in Facilities/Property Management
• At least one SAFMA (South African Facilities Management Association) Certification in: Certified Property Management, Certified Facilities Specialist or Certified Facilities Practitioner
• An additional minimum 3 years of people management experience/supervisory experience
• MS Project & MS Outlook (Advanced skill level)
• Knowledge and working experience of OHS Act, ISO 9001 Quality Management Systems, Property Law & Contractual Law