Senior Facilities Manager - Musgrave Centre

POSITION PURPOSE

The Senior Facilities Manager will be responsible to review, create and manage systems, projects, programs and contractors to ensure that the facility services support the business goals and objectives of the company.

Responsible for the day to day management and supervision of all Facilities Management services, including general Administration, Servicing, Business Continuity Management, Health, Safety & Environment, Office Services and Maintenance for all sites within the area of control (South Africa).

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for Documentation, Policies and Procedures
• Review and introduce policies, procedures and systems to provide and promote world class facilities services
• Ensure building maintenance documentation is dated and correct.
• Assumes responsibility for the following regarding Facilities Management
• Ensure technical support services are functional and operational including mechanical, electrical, fire prevention, plumbing, quality management etc.
• Manage services related to facilities including health and environment activities, hygiene, pest control, key management etc.
• Management of a facilities helpdesk.
• Interact with contractors and act as a project manager on facilities related roles including building alterations, emergency power supply, emergency related requirements etc.
• Management and control of safety equipment.
• Manage contractors involved in facilities/maintenance work at the premises.
• To manage communication, administration, technical and maintenance support.
• Ensure plant and equipment is maintained and functional
• Ensure maintenance management services in terms of plant and equipment takes place.
• To manage the company vehicles and drivers to ensure full optimization of resources and support internal and external role players
• To manage postal services within the business
• To manage PTT and TELCO aspects with regards to PABX and to manage IT/TELCO infrastructure
• Management and control of switchboard equipment
• Ensure sufficient reporting and information systems in place to support the business
• Stationary management
• Management staff and contractors in the facilities management area
• Assumes responsibility for Business Continuity Management
• Oversee planning and preparation of Business Continuity (BC) documentation in relation to Call Trees, Business Impact Analysis (BIA), Risk Assessments (RA), Business Recovery Plans (BRP) etc. as part of being the Business Continuity Officer for South Africa.
• Ensure regular updating of BC documentation into the shared drive (eRoom).
• Oversee testing of BC Plans i.e. simulation, component testing and end-to-end testing of systems and processes.
• Review and update country BC plans in order to align with Global Business Continuity Management Policy (GBCM) requirements.
• Formulate teams as per BC requirements.
• Provide monthly feedback on country BC program to Head of Corporate Services - Africa and Chief Operating Officer (COO).
• Provide a quarterly Self-Assessment on the country BC program and status to the BCM EMEA in UK.
• To act as the Facilities controller during BCP and ensure that there is a database of contractors who will be able to provide the required level of assistance in a BCM scenario.
• To manage any mobile facilities teams in a BCM scenario.
• Assumes responsibility for the following regarding Property Management and Real Estate
• Ensure the Business is provided with appropriate facilities that are safe efficient and correctly insured within the client’s guidelines, under the direction of the regional functional leads.
• Ensure all Real Estate in South Africa are maintained in a habitable, Healthy & Safe and Secure state.
• Work with Facilities team as well as with OHS Officer to supervise all maintenance works done at the client’s properties with approved service providers taking applicable local legal requirements into consideration (BEE - SA).
• Work with Country Management to ensure that space conforms to local regulations, and the clients’ global standards and more important local long term strategic plans.
• Ensure that records as reflected in the CREST System for all sites in South Africa and are reviewed and updated as floor plans and space requirements change.
• Manage the relationships with Landlords/ Managing Agents for all sites of the clients being leased.
• Site visits to the clients’ sites across the country at least twice per annum.
• Manage the client portfolio by means of reviewing lease agreements in place.
• Assumes responsibility for Record Management
• Ensure to provide appropriate operational support to the in country Process Owner for the operational aspects of record keeping. This covers but is not limited to documentation categorisation, retention schedules and destruction including any off-site archiving processes and contracts for the Facilities Department.
• Monitor and ensure that standards