About the position
Duties & Responsibilities
Service Level Agreements
- Review all hard and soft FM service level agreements entered into with external service providers.
- Determine compliance status with FM Output specifications.
- Ensure company procedures for management, monitoring and audit of external service providers are compliant with the companie's contractual obligations and adequate for the purposes of the company's service delivery and risk reduction (operationally and commercially).
- Manage back to back SLA agreements with suppliers and contractors
- Monitor service providers' (contractors) performance and effect corrective action on any deviations to the SLA
Management and Operational Staff
- Review current organizational structures.
- Meet and consult with management and site staff.
- Provide and implement recommendations to improve existing organization structures and internal communication and service delivery.
- Review current organizational structures, personnel and reporting lines.
- Review Management and operational staff job descriptions.
- Ensure alignment of the company site personnel and staff outputs with the strategic and operational objectives of :
- Project Agreement
- FM Output Specifications
- Best practice service delivery
- Wider business and strategic objectives
People Management
- Review staff training initiatives and develop skill needs analysis in conjunction with HR Department and implement recommendations.
- Co-ordinate team building and motivation workshops and interactive sessions with BFM operational staff
- Develop succession planning strategy to ensure compliance with contract obligations especially BEE requirements.
- Manage site labour relations issues in accordance with Policies and Procedures and statutory requirements.
- Manage staff performance & facilitate improvement through regularly monitoring performance
- Responsible for training, coaching, mentoring & development of subordinate employees
- Manage/approve applicable leave for subordinate employees
- Manage performance & conflicts within subordinate employees & effect corrective actions, in line with company policies/procedure
Customer relationships
- Review existing client structures.
- Develop effective and customer focused and proactive relationships at all levels in the customer chain. Develop effective communication lines and relationships with customers on site
Occupational Health & Safety
- Review and ensure compliance of company obligations and responsibilities with respect to the Occupational Health & Safety Act and statutory requirements.
- Ensure Health & Safety, Quality & Risk Management is a primary function and all mechanisms, processes and procedures are in place, monitored & adhered to at all times.
- Review duties and responsibilities of the company's "responsible person" on site.
- Ensure all statutory appointments have been concluded and are in operation on a continuing basis.
- Carry out review and audits
- Take strategic and operational action as required on an exception basis to resolve issues related to
Health & Safety.
- Reporting structures and reporting
- Ensure compliance of the company with internal and external reporting, reports production and attendance at relevant meetings, workshops and re view sessions.
- Review all task team minutes of meetings.
- Arrange management meetings on a regular basis and ensure proper record is maintained of such meetings.
- Attend, as required
Risk Management
- Ensure effective policies and procedures are in place to manage and minimize operational risks and obligations.
- Identify key risks in relation to technical systems and services, procurement and soft FM services (the latter with particular reference to Health & Safety) and develop appropriate risk minimization strategies.
- Liaise with technical and 'soft' FM service managers to ensure all risk issues are being managed correctly.
Quality Standards
- Ensure quality systems of the Project Agreement are implemented and monitored on an ongoing basis for both technical and soft FM services.
- Review SLA's with Management team to ensure compliance with quality standards.
- Put in place mechanisms, processes and procedures to ensure effective monitoring of performance related to quality management and standards.
- Familiarise yourself with and ensure ongoing implementation of the company's quality management system known as IMS for all policies and procedures related to:
- Quality
- Environment & Safety
Empowerment
- Ensure company contractual and statutory obligations and responsibilities are compliant in accordance with the Contractual Agreement.
- Develop training and succession plans to ensure compliance and in accordance with overall budget provisions.
Financial Management and Reporting
- Ensure compliance with Agreement contractual obligations and company authorization levels.
- oLiaise with the commercial manager and site managers to manage, monitor and ensure costs are contained within budgets (OPEX and CAPEX).
- Review and report on monthly variance reports.
- Ensure timeous sign-off and variance explanations on P&L's
- Ensure compliance with company policies and procedures related to financial management, controls and expenditure authorization levels.
- Assist in the management of FM projects and provide technical support, where applicable
Document Library
- Ensure this is maintained and updated at both site and regional office and in accordance with the Agreement requirements.
- Liaise with technical and soft services site managers to ensure all contract documentation is maintained and updated in duplicate.
- Carry out random inspections to check status and take corrective action as required.
- Demonstrate and instill effective adherence to processes on infrastructure maintenance
Quality, Environmental and Health & Safety Standards (ISO [Phone Number Removed]; & 18001)
- Adhere to the company's Safety, Health, Environmental and Quality (SHEQ) Management System's Policies & Procedures of as applicable to this position.
- Explore and recommend innovative methods, based on best practices, in order to bring about cost-effective solutions
Adhoc:
- Assist in the management of FM projects and provide support where applicable.
- Any reasonable action requested by management.
Desired Experience & Qualification
- National Diploma/Degree: Facilities Management, Property Management, Project Management, Operations Management or related FM formal qualification
- Matric (Senior Certificate)
- Valid SA Drivers License
- 8yrs relevant experience in Facilities Management, CRM, Property Management & Financial Management
- Facilities Management, CRM, Property Management & Financial Management
- MS Word, MS Excel, MS PowerPoint, MS Project & MS Outlook (Intermediate skill level), SAP knowledge
- Knowledge of OHS Act, ISO 9001 Quality Management, Risk Management Systems, Property Law & Contractual Law
Desired Skills:
