Key Purpose Statement

To support the management of the facilities and quality to ensure a safe, clean and hygienic, healthy and legally compliant work environment to best practise. This includes the coordination and execution of all administration tasks and facilities management related services and processes which support all activities and operations on/at the relevant premises. To ensure that the most suitable working environment is created and maintained for all employees and their activities with a focus on continuous improvement within a cost-effective framework

Maintenance management  

• Coordinate the cost-effective maintenance (both scheduled and reactive) of the relevant building, including but not limited to electrics, plumbing, gardening, air conditioning, audio visual, fittings, fire equipment, furniture and meeting room equipment.
• Interact with external stakeholders including but not limited to Municipalities / Eskom / Local Business Forum’s.
• Provide effective and timeous facilities administrative related support of the COF premises
• Update and maintain all databases and records, including electronic and hard copy records including but not limited to employee lockers, asset lists and other SHERQ requirements
• To attend to communication by co-ordinating all relevant notifications as and when necessary and conduct any required SHERQ training related to the facility.
• To ensure housekeeping and hygiene rules are applied in / on the premises
• Regular update and maintaining of initiative registers (CAPEX and OPEX) and Inspection Sheets (quarterly) and SHERQ records.
• Execute small facilities related projects with guidance from the projects team.
• Supervise contractors on small-scale upgrade project ensure effective facilities.

Soft Services Management

• COF Facilities Management but not limited to operational activities on a day-to-day basis:

• 1. Mechanical Services or air-conditioning
  2. Energy and water management, including air-conditioning

• Ensure that negotiated Service Level Agreements are tightly managed for:

• 1. Cleaning contracts including but not limited to Canteen, Office Space, Meeting Rooms and Cafes.
  2. Internal and external plants contracts
  3. Contracted caterers and Coffee, cooler and Fountain Machine maintenance
  4. Pest control
  5. Fire equipment maintenance and compliance

• Security related aspects / matters, as well as security equipment monitoring in collaboration with the site Risk Controller
• Ensuring adherence to policy guidelines and open plan office etiquette.
• Coordination and effective management of the open plan office space as relates to Telephony, Networks, Printing facilities, furniture, lockers and Meeting Room management
• Facilitating engaging workplace activities in / on the premises
• Ensure meeting rooms are kept to a professional level at all times
• Management of smoking areas (legal compliance, etc)

Quality Systems

• Ensure systems are in place to manage Health and Safety to the equivalent of a five-star NOSA rating and legal compliance.
• Maintain ISO 14001 and ISO 9001 systems for the facility and manage all related documentation
• Canteen:  Manage canteen SHE System and Safety Representatives.
• Ensure accurate utilisation of the RUBI risk system.
• Ensure that BCM is reviewed and updated.

Security and Accident Management:

• Maintain and communicate safety and emergency procedures at Central Office site.
• Manage approved procedures to ensure building security including the monitoring of the CCTV.
• Manage access control at Central Office Site in consultation with the Midrand Site Risk Controller.
• Manage the security company against Service Level Agreement.
• Management of parking and access control for all sites.
• Management of the shuttle service.
• Interpret and action insurance claims incidences for Central Office.

Level of interaction within and outside of the company as well as the nature and purpose of the interaction

The role interacts with:

• External contractors in close consultation with the Risk Controller, Quality Specialist and other key role players
• All Central Office / Sales / Depot staff, across departments and organisational levels as per the requirement at the relevant facility.
• Outside service providers as relevant to facilities maintenance and management requirements
• External contractors or guests using strong internal customer focus while portraying a professional demeanour and discretion will be exercised within well-defined parameters.

• A minimum requirement – A Technical Diploma with facilities management experience or equivalent. A relevant professional and vocational NQF 6 qualification (e.g., Facilities or maintenance management diploma would be applicable.
• A minimum of 3 to 5 years of experience in a facilities management environment.
• Prior experience in Facilities/ Property Management is a requirement
• Experience in project management is an advantage
• Experience in contractor management is a requirement

Competencies

Assertiveness

• Be able to bring own views across clearly without damaging the relationship with the other party. Choose an appropriate stand in order to meet targets and best practice and encourage team members to be more productive.

Business Acumen

• Knows how businesses work; knowledgeable in current and possible future policies, practices, trends, and information affecting his/her business and organization; knows the competition; is aware of how strategies and tactics work in the marketplace.

Good Communication:

• The ability to express oneself clearly in conversations and interactions with others and tailors the content of speech to the level and experience of the audience.

Functional and Technical skills:

• Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.

Process Management

• Good at figuring out the processes necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow.

Problem Solving:

• Use rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.

Coordination:

• The ability to apply coordinating skills to, manage activities and prioritise resources in the achievement of an objective.

Timely Decision Making

• Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure; able to make a quick decision.