Facilities Manager ( Fixed Term Contract )

Overview

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Responsibilities

• Meet regularly with contractors to ensure compliance with relevant SLA’s.
• Ensure that best price is offered for service.
• Maintain Service Provider matrix.
• Scorecards to be in place and completed for all Contractors.
• Contract File to be maintained for audit purposes.
• Ensure that in conjunction with Procurement department that all relevant documentation is completed and filed.
• Ensure that internal and external Service Level Agreements as defined in our Scope of Works are met.
• Manage the relationships with the building owners and contractors to ensure service delivery.
• Management of sub-contractors and external service providers.
• Assist with the management of regular and preventative maintenance plans and pre-approved capital projects.
• Control and approve all overtime requests from the various departments.
• Ensure that adequate resources are available as required by the SLA.
• Assist the client and the senior facilities manager with any project management that is required from time to time.
• Ensure that regular communication is done in line with projects to keep all parties informed of progress, delays as well as requirements.
• Document all progress on projects and liaise with parties regarding any issues which arise
• Management and control the contract budget.
• Maximize and create new business opportunities within the account.
• Manage the site budgets to meet financial objectives and provide monthly reports.
• Identifies opportunities for major revenue enhancement, major cost reduction and production efficiency.
• Manage and assist in financial month-end submissions to the client.
• Produce the monthly fee, pass through and salary quotation & invoices for submission to the client.
• Ensure that the client receives the required pass through, fee and salary invoices by the deadline.
• Follow up on payment of the above invoices once issued.
• Authorise any relevant spend on the pass-through cost schedule as per the limits of authority.
• Establishes and maintains a good working relationship with the client.
• Manage all aspects of partner interactions with the client and TFS.
• Develop and implement best practices for client services.
• Obtain and maintain an 85% or higher Customer Satisfaction Audit percentage.
• Manage and maintain departmental effectiveness in line with the agreed SLA and ensure that the department provides a high level of service to the client at all times.
• Conduct technical audits.
• Oversee and manage staff grooming – ensure that all staff are always well groomed and present a professional image.
• Undertake regular physical inspections of the work environment and report on these to the senior facilities manager.
• Ensure that all departments are effectively manned and able to undertake the tasks they are required by the SLA to achieve.
• Ensure that all departmental tools and equipment are in optimal condition and arrange the repair or replacement of such should the need arise.
• Manage and control all aspects regarding Safety, Health, and Environment & Quality (SHEQ).
• Ensures continuous improvement and benchmarks services.
• Assist the client in managing safe work practices that are in line with Occupational Health and Safety Act.
• Establish and maintain a good working relationship with management and staff of all the sites for which you are responsible.
• Manage the staff time keeping & productivity to ensure that all SLA’s are achieved, and any transgressions are reported and managed accordingly.
• Conduct bi-annual KPA reviews with all maintenance staff and provide them with effective feedback.
• Provide each staff member with a PDA (personal development plan) and ensure that targets are achieved
• Communicate any training requirements with the HR department and FM.
• Ensure that any disciplinary actions are dealt with in accordance with the TFS Policy.
• Submit all documentation relating to the staff’s remuneration and packages by the due date to the required department
• Compilation of technical and management reports as well as data for the client and Senior Facilities Manager by the deadline provided.
• Monitor help desk statistics and audit to ensure adherence to Service Level Agreements.
• Produce ad hoc reports for the client as required.
• Ensure that all incident reports are submitted timorously.

Qualifications

Seniority level

Employment type

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