Senior Facilities Management Manager

SUMMARY:
Opportunity Available!! Our well known client in the Business Development Sector is looking to employ a Senior Facilities Management Manager to join their dynamic team in East London.

POSITION INFO:
Strategy and Governance:

• Develop facilities management unit operational plans in line with the legislated requirements, and activities undertaken to ensure delivery.
• Provide input to the development of organisational strategy and Corporate Plan.
• Provide input into reviewing organisational activities and assist in recommending corrective actions if necessary.
• Develop strategy and guidelines for standardised operating procedures
• Oversee the implementation of business intelligence tools for effective facilities management.
• Develop procurement strategy for facilities unit in line with SCM policies and procedures.
• Implement controls within the section which minimize potential risk to stakeholders.
• Ensure monthly, quarterly, and annual reports are prepared accurately, maintained, and submitted timeously to all stakeholders.
• Participate in management forums within the company, contributing expertise to enable sound decision- making.
• Facilitate departmental communication through appropriate structures and systems.
• Ability to analyse data sets for decisions making.

• Develop facilities strategy, operational & maintenance plans, as well as facilities management processes and procedure manual.
• Develop guidelines for prioritisation of planned and unplanned maintenance and implement facilities management standards and roll out plans.
• Conduct needs analysis, design targeted interventions to build capacity to implement efficient property facilities management.
• Conduct research to understand ways in which technology can be leveraged for added value.
• Liaise with and support other colleagues within the unit to minimize conflicts and overlaps (clear demarcation of responsibilities) to ensure smooth operations and excellent service delivery.
• Adhere to all the SCM processes when procuring for services/products, and proper management of service providers.
• Identify potential risk within the section and implement mitigating measures.

• Develop rights and obligations for Service Level Agreements in respect of all building related service providers.
• Structure and negotiate complex transactions, guide resolutions regarding contractual issues, and finalise lease contracts.
• Identify, develop and maintain real estate industry contacts at the company’s events and press conferences in order to create market awareness.
• Facilitate the research and investigation necessary to maximise property rentals within the province.
• Conduct suitable and sufficient risk assessments for property rentals, record the findings and reduce risk to an acceptable level.

• Develop annual maintenance budget, and monitor disbursements against deliverables carried out.
• Manage and control the capital and operational budget of the Unit to ensure effective and efficient functioning within budgetary constraints of the company.
• Evaluate the unit’s performance against the approved budget and addressing deviations/variances.
• Authorise requisitions, payments, etc. regarding expenditure as delegated.
• Sound planning and forecasting of capital expenditure within area of responsibility
• Approve facilities and maintenance commitments / repairs submitted against approved budget.
• Develop financial controls for payment and reimbursement of tenant expenditure.

• Stakeholder engagement and regular interaction with local municipalities and relevant authorities for resolution of major utility issues.
• Manage internal stakeholder engagement to inform facilities management planning and implementation approaches.
• Network and collaborate partnerships by building key strategic relationships to enhance leveraging of available resources and market company’s property facilities management packages.
• Gauge the performance of projects and recommend areas that need improvement and changes to achieve the desired/expected outcomes.

• Manage projects effectively, instruct remedial action for variations and deviations.
• Develop business processes for the unit to esure smooth and efficient operations.
• Monitor the performance of facilities management unit expenditure against the approved budget.
• Prepare and present reports detailing the status of expenditure and availability of funds for current and short-term interventions.
• Identify and oversee continuous improvement initiatives to improve efficiency and effectiveness of facilities management.
• Consolidate facilities management reports for adhoc and quarterly reports.
• Monitor and ensure that set targets, milestones and deliverables are completed timeously..

• Assign responsibilities and ensure effective task authorisation protocols are in place.
• Implement staff development and training to enhance capabilities, competencies and achieve overall organisational objectives.
• Develop and implement succession plans to ensure business continuity, as well as conducting coaching and mentorship to enhance capabilities and motivate staff for maximum productivity.
• Adhere to employment equity and recruitment policies.
• Manage the performance of direct and indirect reports in accordance with the company performance management policy and procedure.

• Post Graduate degree or equivalent in Civil Engineering, Quantity Surveying or Built Environment with relevant professional registration / Pr Eng / Pr QS / Pr Arch.
• At least 8 years relevant experience of which 5 years should be in the built environment or facilities maintenance/management at middle management or senior consultancy level.
• An in-depth understanding of facilities management, advanced project and maintenance management, sound understanding of Health, Safety and Environmental legislation and its application to the built environment; as well as working with multi-disciplinary teams is a pre-requisite.

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