Junior Facilities Manager

EDUCATIONAL,SKILLS AND EXPERIANCE:

• Grade 12
• Finance (Basic - Intermediate understanding) 2+ years.
• Possess a FM qualification or equivalent - (NQF level 4-6 Level)
• 3+ years of work experience with a focus on Facilities and Maintenance Management.
• Manage Conflict between staff and tenants .
• Manage tenant expectations on delivery for no surprises
• Report and resolve &/escalate tenant complaints.
• Deal with tenant violations of house rules with Customer Services.
• Risk Management.
• PC literate i.e. Microsoft systems.
• Must be prepared to be on call and work out of normal working hours where applicable.
• Knowledge and awareness of the facilities management industry.
• Strong customer service experience.
• Self-motivated, resourceful and
• Strong compliance and insistent delivery to SP standards.
• Strong communication skills.
• Must have good computer skills i.e. MS Office.
• Written and verbal communication skills.
• Operational experience in Health & Safety
• Practical experience in dealing with contractors and suppliers.
• Consistent and fair in approach and able to identify and resolve problems.
• Good administration and organizational skills ability to prioritize work activities.

KEY PERFORMANCE AREAS:

Customer Service :

• Customer complaints are communicated via email or via the Contact Centre.
• Feedback is provided timeously to the person who raised the request.
• A high level of customer satisfaction is attained in all engagements.
• Interaction with customers on all aspects of their occupancy.
• Complaints and non-compliance to Code of Conduct are noted and communicated immediately to customer services for resolution.
• Manage the Access Procedures of SP Management on tenant process, (key barrels in building in particular during shut down period)

Operations and Asset Management :

• Checklists on the FM Tool Set are completed in full and on time. Maintenance issues are logged proactively and reported within SLA time frame.
• Follow-ups are conducted regularly and escalated to the Facility Manager if not concluded within the repair time frame.
• Maintenance staff are not left unattended when working in occupied flats (with absent tenants)
• All maintenance jobs are completed as assigned in the most efficient manner and closed off on the FM tool set.
• Monitor and confirm availability of mechanical, electrical and fire systems, logging jobs to correct any work identified, thereby informing the maintenance

• Ensure all preventative maintenance tasks are complete, sign off on acceptable delivery performed by maintenance team or vendors.
• Ensuring all asset registers for the allocated building, including storerooms, are current at any given time. Any shortage or over stock noted with FM.
• Ensure both hot and cold-water provision in the allocated buildings meet user requirements, proactive resolution on issues noted.
• Participate and deliver the process deliverables for the Vacate and Intake seasons for students.
• Ensure all reporting on Vacate and Intake are completed on the day of occurrence, noting excessive wear and abuse to the FM/SFM on the same day.

Health and Safety :

• Checklists are completed in full and on time on the FM Tool Set.
• Fire, Health and Safety issues are reported, captured and tracked to resolution as per SP FM Tool Set.
• Follow-ups are completed daily, and issues escalated to the Facility Manager / HSE Manager with no surprises and meeting of committed delivery

timeframe .

Soft Service Delivery :

• Building Soft services are provided as per Soft Services Service Level Agreement.
• Substandard service delivery is resolved with the service provider and documented for review with the Facility Manager .
• Customers are engaged and updated on queries logged.

Utilities :

• Track and report on excessive consumption of main water and electrical meters daily.
• Ensure operation of timers controlling utilities reporting any problems for same day resolution.
• Track and ensure all commercial tenants consumption is not excessive and advise out of normal usage to FM.
• Ensure all building internal and external lighting is fully operational.

Security Oversight:

• FDOs are present and at designated points.
• Logbooks are complete and risks advised to FDO and Facility Manager.
• Security incidents are reported, and resolution obtained with FDO Management and Contact Centre.
• Confirm operation and availability of the security systems.
• No unauthorized access is granted.
• All keys and other access tools are accounted for per SP Processes
• Investigations are resolved and feedback is provided to relevant stakeholders.

Reporting:

• Communicate building issues to population as and when required.
• Daily, Weekly and Monthly reports are completed in full and on time with any issues noted raised to the attention of the FM/SFM/MM/TM as required.
• Vendor compliance to HSE and sub-standard service delivery are logged with the FM/SFM/TM team leads via the FM Tool Set to limit long term delivery challenges.
• Ensure the Facility Team Management are aware of reoccurring problems and parts usage to assets under care.