Facilities Manager - Durban at Tsebo Solution

Duties & Responsibilities    

• Ensure that all Site data is correct on the CMS system.
• Liaison with the help desk admin to ensure any changes are actioned soonest.
• Keep the work schedule plan updated on the progress of calls for the update of the system.
• Ensure that calls are logged and actioned within the SLA time.
• Ensure that PPMs are run and manged according to the requirements.
• Feedback to SFM on Accruals to be made for work outstanding.
• Asset Management & Control

Reporting

• Maintain the statistics database for reporting purposes. System and Manual reporting databases.
• Provide the SFM with Daily Dashboard reports on their respective sites to show call status and outstanding work.
• Provide the Senior FM with reports as required to report on productivity, outstanding PO’s, PPM, Etc.
• Provide the Senior FM with reporting for the client once a month and as required.
• Maintain the statistics database for reporting purposes. System and Manual reporting databases.
• Provide the SFM with Daily Dashboard reports on their respective sites to show call status and outstanding work.
• Provide the Senior FM with reports as required to report on productivity, outstanding PO’s, PPM, Etc.
• Provide the Senior FM with reporting for the client once a month and as required.
• Escalate any matters are required by the SLA
• Ensure productivity reports are generated as required by management and the client.
• Generate cost reports on services and maintenance related services per site.
• Provide a budget for the building maintenance activities and ensure this is met.

Service Management

• Ensure that the following services are run and managed to a high standard at all times.  
• Cleaning
• Meeting room Management & functions
• Office Plants
• Confidential Shredding
• Mail and Courier
• Furniture Management
• Office space planning
• Ensure regular communications are shared with the building users on outages, service interruptions, etc.

Sub-Contractor Management

• Regular physical inspection of various service areas to ensure that the service delivery is to the required standard and SLAs a being achieved. Ensure these are documented.
• Ensure that only vetted and approved vendors are used.
• Liaison with the finance administrator on the vendor vetting requirements if any.
• Liaison with the compliance manager to ensure that all suppliers provide a compliant safety file with all required documents.
• Assist with the vetting of the file – ready for approval prior to use of the supplier.
• Liaison with the suppliers to ensure that documents are maintained and always up to date and relevant to the work being carried out. Ensuring availability prior to work being carried out.
• Arrange approval of the file prior to work being carried out.
• Ensure that the clients intranet system and SharePoint are loaded with the relevant latest safety file and supplier documents as and when

Finance and Budgets

• Assist the Senior facilities Manager and Client prepare the site budget for all services
• Assist in controlling the spend in all aspects of the services provided.
• Provide opportunities to save and present these to the client and management team.
• Implement controls on all consumable items and ensure these are measured, analysed and reported on.
• Operate within the agreed limits of authority that exist for the role.
• Ensure that cost / budget / PO etc reports are updated and submitted timorously.  

Skills and Competencies    

• Excellent communication skills and relationship management skills at all levels.
• Customer service centric.
• Team and project focused.
• Strategic planning skills.
• Problem solving and analytical skills.
• Financial and business acumen.
• Strong project and resource management skills.
• Conflict handling.
• Ability to multitask.

Qualifications    

• Grade 12
• Facilities qualification an advantage
• At least 1-5years in a Facilities environment