SUMMARY:
Responsible for the Technical and soft services components of the project. Responsible for the facilities management and day to day operations of technical maintenance, OHSE, audits, compliance and high-level management of the service delivery and excellence.
Implementing strategies and control mechanisms to achieve the business objectives. Increasing efficiency and minimizing the risk of loss and noncompliance impacting on company profits.
POSITION INFO:
Key Accountabilities/ Principal Responsibilities
Primary Duties
Technical and Soft Services Project Leadership
Growth, budgets, profitability and cost control
Manage Technical maintenance and project development
Manage staff performance
Contract Management and Procurement
Manage CAFM System
Administration
Health and Safety Compliance
Security compliance
Quality assurance for Technical, OHSE and Security
Secondary Duties
Leadership
Work closely with and support management to achieve project deliverables.
Define and implement effective project and operational structures to deliver objectives, OHSE and compliance and service delivery to establish project direction and culture
Responsible to ensure business objectives regarding the day-to-day operations are met.
Develop and implement a comprehensive control strategy aligned to the broader business objectives
Formulate and update risk assessment strategies to proactively minimise the impact which affect operations
Oversee rollouts of new services –as well as the operational risks involved in these rollouts
Create and implement procedures and / or work instructions for services
Introduce adapt procedures in response to operational changes
Growth, Budgets, Profitability and Cost Control
Act as Technical and Soft Services Consultant expert on the project
Develop and maintain a successful business partnership with Identify value added opportunities and make proposals or presentations to the client
Develop, implement and maintain best practice for client services
Check, manage and monitor compliance of the SLA.
Develop an effective, customer based, proactive relationship at all levels with the client
Ensure profitability
Manage, control and ensure cost containment
Develop and implement a comprehensive control strategy aligned to the broader Technical, Soft Services compliance and objectives
Initiate maintenance projects to improve efficiency and reduce operating costs, and promote workplace efficiency along with profitability
Manage Technical maintenance and Soft Services
Oversee and manage all technical maintenance and soft services requirements and implementation thereof and ensure contractors timeous execution of services.
Provide vision to all reporting staff to complement the business vision, setting the tone and direction for the company technologies
Ensure policies and practices are constructed to attain the right placement of staff and oversee compliance thereof
Conduct regular meetings with functional area heads to ensure compliance in reaching business objectives as well as encourage cohesion between staff and partners
Manage staff performance
Oversee and manage the allocation of duties to all subordinates via formal job descriptions and structured task allocation
Manage and oversee team performance via the formal performance management system, and ensure compliance to the performance management process for direct reports
Ensure all subordinates are fully conversant with governing standards and compliance with requirements. (Company and project)
Oversee and provide advice, guidance and technical support to subordinates to enhance development and create learning opportunities to improve performance
Mentor and train staff in technical and behavioral competencies
Oversee and ensure effective disciplinary and grievance management, in order to maintain a positive working environment and enhance performance.
Ensure training and development strategies are accomplished timeously and cost effectively
Initiate and manage all disciplinary related matters for technical staff allocated to the project
Contract Management
Oversee and manage all administrative elements of the contract
Managing contract risk
Managing the contracts and implementation
Controlling budgets, costs and revenue, and driving profitability
Legislative compliance
Ensure proper procurement in line with Company policy
Promoting and complying with BEE requirements of the Company
Setting up proper contracts and SLA’s and managing Company risk
Manage and control procurement and expenditure for the project
Oversee procurement, operations and timetables for Services
Prepare reports and make recommendations for improving the facilities services and Operations – take control of the technical financial model and ensure compliance for monthly report
Monitoring of Contractors’ SLA’s and responsibilities
Responsible for maintaining contracts with vendors / contractors for the requisition of supplies, materials and inventories
Manage CAFM System within Technical Environment
Advise as to the best method in setting up and tailoring to project needs
Allocate users that will be in place in order to effectively use the system
Monitor, manage and control inputs and outputs
Developing needs and outputs specific to services and implementing
Administration
Design and implement administrative standards in Procurement, Accounts and CAFM
Ensure implementation of quality management systems
Responsible for implementation and adherence to Company policies, protocols and procedures across projects operations
Responsible to ensure staff adherence and full compliance to all AFMS Human Resource and Labour Relations policies in line with legislation and codes of good practice
Health and Safety Compliance
Ensure compliance to all Health and Safety Standards
Implement Contractor Health and Safety Management system with staff and sub-contractors. (Management System attached)
Quality
Implementation of the quality management system and continually improving its effectiveness
Ensuring statutory and regulatory compliance
Ensuring the quality objectives are established and met
Conducting management reviews
Ensuring the availability of resources for availability compliance
Oversee Technical team and work quality – Quality assurance on the project
Quality Management ISO9001 compliance for project
Key Skills and Experience
Grade 12
Technical qualification in the built environment industry is Advantageous (Preferably BTech Engineering)
Must have min 10 years-built environment experience (in Facilities Management capacity)
Must have knowledge and experience of Soft Services Management and Technical Services Management
Must have sound Financial Risk Management experience
Must have had exposure to and be familiar with OHSA, Municipal bylaws, and applicable Labour Relations Acts
Must be familiar with ISO9001 & 18001 Staff Management systems experience
Must be computer literate in MSOffice suite
Must have own Transport and valid driver’s license
Must be willing to work beyond normal hours (outside of normal office hours)
Must have previous people management experience
Must have solid written and verbal communication skills – presentations, reports and letters
Strong contractual skills and understanding
Must be driven and passionate
People and Management Skill
Strong leadership qualities and a confident decision maker
Possesses the drive to oversee and take ownership of the
activities of the business
Excellent interpersonal skills in working with multicultural teams across all levels
Highly effective communicator in both written and verbal form
Committed to professional ethical standards
Communication – fluent in both English and Afrikaans
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
Understanding quality and service delivery
Additional Responsibilities and Skills
The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels
