Closing Date of Advert 3/12/2021
Job Title Facilities Operations Manager [GP ZA (Primary)]
Organizational Unit Industrial Development Corporation Ltd -> Human Capital -> Facilities Management
Job Type Full-time
Category Client Management
Education Level National Diploma / Higher Diploma or equivalent
Location GP ZA (Primary)
JOB DESCRIPTION
A permanent position exists within the Facilities Management Department for Facilities Operations Manager at the IDC Head Office in Sandton, reporting to the Head: Facilities Management Department.
JOB PURPOSE
1. To ensure effective Management (planning, leading, coordinating and controlling) of IDC Head Office Buildings, as well as Regional Offices and third-party premises to ensure that day-to-day facilities operations and services are executed in a timely and cost-effective manner.
2. And that to ensure that quality and safety standards are adhered to and ensure that such service comply with relevant process, procedures, and regulations.
MAIN DUTIES AND RESPONSIBILITIES
1. Planning of day-to-day facilities operations (Soft Service & Business Services). And ensuring best practice that improve efficiencies and reduce operating costs.
2. Preparing specifications for procurement processes to engage contractors for the services under responsibility.
3. Managing, coordinating, and ensuring uninterrupted services in terms of non-technical services (i.e., cleaning, hygiene -including pest control, indoor plants, landscaping & gardening, waste management, laundry, gym, carwash, etc. Drafting and monitoring of various service level agreements. Ensure that the work of these service providers to ensure quality of service, value add and performance in line with SLA. This should include regular inspections and non-conformance reports issues if necessary. Monitor call logged against service providers and reduce repetitive calls.
4. Ensure appropriate maintenance contracts are in place for all servicing under his/her control.
5. Ensure that all work/service is carried out in a safe manner and in accordance with the relevant ISO, SANS and Occupational Safety Act, National Building Regulation, and the Municipal regulations.
6. Explore and Implement initiatives that support the organizations environmental/greenings initiatives. And ensure that facilities operations service providers aligned their operations with various environmental and greening initiatives.
7. Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies
8. Lead and manage facilities operations team to ensure value add to the business. Using performance management techniques to monitor and track achievement of agreed KPI’s.
9. Management of all office staff moves and support space allocation and space admin thereof
10. Responding appropriately to emergencies or urgent issues as they arise
11. Oversee Departmental Administration Function:
1) Call-logging process: Ensure effective management process for call logged and ensure that calls are managed timely and addressed timely to ensure customer satisfaction. Analyze calls to find efficiencies that will minimize repeated calls and customer frustrations. Ensure calls are logged on SWIFT and monitor customer survey.
2) Invoice Administration: Ensure that invoices are timely processed and that adequate all supporting documents is attached to ensure that suppliers are paid in-line with agreed terms.
3) Ensure that the admin office maintain contract management sheet (including safety/contract access file register) and that the relevant specialist if informed six (6) months prior to contract lapsing.
4) Ensure that electronic files are maintained up to date and systematically by Admin Office
5) Ensure that Carbon Footprint reports is updated by the admin with input from other specialists.
12. Identify, developing business case, planning and executing of Facilities OPS projects and ensuring such projects are executed within budget and agreed timelines.
13. Leasing:
1) Investigating availability, suitability, and cost comparisons in terms of options for new premises, e.g., regional offices which are rented.
2) Preparing Business Case for approval by Senior Management
3) Upon Approval ensure Lease Agreement are in place.
4) Planning best allocation and utilization of space and resources for new buildings, or re-organizing current premises
5) Ensure timely renewal of Lease Agreements
6) Support the Regional Office with Lease Administration and resolving Landlord queries if needed
14. Financial Management:
1) Provide input into Budget: Capex and Opex
2) Monitor and control costs and report variance
3) Review the invoices from service providers and ensures that the invoices are in line with agreed pricing
4) Analyze maintenance operations to find efficiencies that will minimize costs.
5) Scrutinize payment claims and arrange payment
6) Obtain quotations and motivate to Head of Facilities Management.
7) Develop business case for upgrade, replacements and project that ensure efficiencies
15. Identify Risk and manage risk within Facilities Operations for execution and or approval.
16. Develop and manage Facilities Operations process and procedures.
17. Provide input in developing Facilities OPS strategies and develop operating model.
18. Ensuring the Facilities Operations adhere to health and safety requirements and that all operations comply with all related regulations
19. Preparing of monthly reports on the portfolio as and when required.
20. Facilitate business recovery and continuity for all physical facilities.
21. Provision of a first-class Facilities Operations Services through internal and external resources and maintenance of internal and external relationships.
22. Ensure that all Service and relevant documentation related to the discipline are up-to-date, and copies thereof is kept in electronically
23. Official minutes of all contract meetings to be kept electronically in the contract file filing
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KNOWLEDGE AND EXPERIENCE
1. Minimum 5 - 8 years’ experience in the Building/ Facilities management industry.
2. Minimum 2 – 5 years’ experience in Project Management.
3. Experience in management and leadership of a team where customer service is a strategic priority.
4. Thorough knowledge of Contractors and ability to manage performance in line with SLA.
5. Ability to understand Building Drawings
6. Sound knowledge about Building Management and Building Maintenance
7. Sound knowledge of the Procurement process and Contract Management
8. Proven track record in managing Facilities Operations
9. Ability to manage multiple projects and activities
10. Sound knowledge of environmental, health and safety regulations.
11. Working knowledge of financial principles and practices
12. Working knowledge of Bills of Quantities and Construction Contracts
13. Working knowledge of principles and practices of project management
14. Computer literacy and proficiency
LEADERSHIP COMPETENCIES
1. Resilience
2. Decisiveness in Execution
3. People Engagement
4. Communication
5. Diverse Stakeholder Management
6. Teamwork
7. Innovation
8. Strategic Thinking
TECHNICAL/FUNCTIONAL COMPETENCIES
1. Strategic business partnering
2. Managing a diversified environment
3. Project Management
4. Analytical and problem solving
5. Results and solution orientated
6. Planning and organizing
BEHAVIOURAL COMPETENCIES
1. Relationship building and networking
2. Negotiation skills
3. Influencing skills
4. Agility
5. Coaching and advisory skills
6. Judgement / Problem Solving
7. Customer Centricity
QUALIFICATIONS
1. Minimum NQF 6 (Diploma) relevant to Building/Construction/Facilities Management, Quantity Surveying, or any other qualification related to Engineering fields (i.e., Electrical, Mechanical, Structural, etc.)
2. Postgraduate qualification would be an added advantage
SPECIAL REQUIREMENT:
As our entity (IDC) provides financing and funding, the need to ensure Trust, Honesty and Integrity in all financial and non-financial activities must be above reproach
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English 
FRENCH
