About the role

In this role, you will be responsible for overseeing the operational infrastructure and management of the portfolio, ensuring that all facilities run smoothly and efficiently. You will plan, direct, and coordinate a range of critical activities, either personally or through a team, across various areas including:

• Building construction, repairs, and maintenance
• Cleaning, hygiene, and waste management
• Fire safety equipment and pest control
• Landscaping and parking management
• Security and safety protocols

Your role will involve budgeting, resource allocation, and strategic decision-making to maintain high standards of facility operations, safety, and service delivery. You will also collaborate with internal teams and external service providers to ensure the effective and timely execution of all operational activities, contributing to the overall success of the portfolio.

What you will bring

• Minimum of Grade 12
• Tertiary qualification in Building Science, Project Management, Construction Management, or a similar technical field.
• A minimum of 5 years’ experience in Operations/Facilities Management, specifically in large-scale retail, commercial, or industrial property environments.
• Strong technical background with relevant technical skills to manage complex facility operations.
• Advanced technical knowledge of facilities management systems, building maintenance, and infrastructure management.
• Computer Literacy (MS office, Facilities management software systems)
• Understanding of environmental sustainability initiatives, including energy efficiency, waste reduction, and green building certifications (e.g., LEED, Green Star).
• Proven ability to implement and manage Service Level Agreements (SLAs) and ensure compliance.
• Cost budgeting and control experience, with client approval processes and financial reporting.
• Strong administration and reporting skills to ensure smooth operations.
• Interpersonal skills to build effective relationships with clients, tenants, and service providers.
• Excellent negotiation skills to manage contracts and resolve issues effectively.
• Exceptional planning, organizing, and time management skills to handle multiple tasks and priorities efficiently.
• Ability to organize resources and manage a team to achieve operational objectives.
• In-depth knowledge of lease conditions and house rules.
• Strong understanding of housekeeping principles and Occupational Health & Safety (OHS) and SHE Acts.
• Strong understanding of budgeting, financial forecasting, and financial reporting. Knowledge of cost-control strategies and the ability to monitor and manage expenses to meet financial targets.
• Familiarity with the BCE Act and its application in facilities management.
• Thorough working knowledge of Company policies and procedures and relevant statutory requirements.
• Strong understanding of contract management principles.
• Customer and quality focus to ensure tenant and client satisfaction.
• Excellent problem-solving and decision-making abilities.
• Resilience and initiative to thrive in a dynamic environment.
• Methodical approach to managing operations and resolving issues.
• Effective communication skills with both internal teams and external stakeholders.
• High tolerance for stress, with the ability to manage demanding situations.
• Strong investigative skills to resolve operational challenges.
• Driven by productivity and a commitment to achieving operational excellence.
• Own transport and a valid driver’s license for site visits and operational requirements.

What you will be doing

Vendor Vetting and Contractor Management

• Oversee the vetting process for vendors and manage non-performing contractors. This includes scheduling regular meetings with contractors and operations managers to monitor and report on performance.

Condition Assessment and Remedial Work

• Conduct ad-hoc condition assessments, oversee outsourced audits, and ensure timely implementation of remedial actions. Report on progress and performance monthly.

Legislative Compliance

• Monitor and implement changes in relevant legislation to ensure ongoing compliance, reviewing updates in collaboration with OHS officers.

CAPEX/Project Management

• Compile and manage annual CAPEX budgets, working with project managers and finance teams. Ensure timely execution of projects, and provide monthly reports on budget adherence and progress.

Technical Support and Specialist Advice

• Provide technical guidance and support to regional teams, liaising with clients on specialized technical issues as needed. Report on challenges and corrective actions implemented.

Expense Control

• Assist in managing budgets and controlling recurring expenses, collaborating with operations managers to ensure financial goals are met.

Reporting

• Produce accurate and timely reports, including condition assessments, single tenant assessments, OHS, and ad hoc reports. Create and update reporting templates when required.

People Management

• Lead and support operations personnel, ensuring training, development, and performance management. Address underperformance and skills gaps to maintain high standards of competency.

Implementation of Policies and Preventative Maintenance

• Ensure compliance with OHS regulations and monitor the preventive maintenance schedule. Oversee contractors’ compliance with specifications and capture relevant data for reporting.

Tenders and SLAs

• Coordinate the preparation of BOQs for tendering, participate in tender evaluations, and liaise with clients and procurement teams on SLA negotiations