Facilities Officer

Description:

The purpose of this position is to manage the Business Unit’s site facility activities, following the client's SLA objectives and targets.

Experience , Education & skills:

• 2 – 3 years’ experience in Facilities/Property Management and Development and/or site maintenance field.
• Minimum 2 years proven technical maintenance experience in a service delivery environment Experience in managing vendor relationships.
• Financial admin with experience capturing invoices.
• Develop Purchase Orders as per the quotations.
• Analyse all project quotations as per the budget agreed upon with the client.
• General Ledger – analyze all expenses as per the client invoice.
• Basic project administration and reporting

Key performance areas:

Site Maintenance

• Conducts site inspection to ensure operational effectiveness with minimal disruption to the ongoing working staff.
• Ensures all work undertaken conforms to the Health and Safety Act and is not in contravention of any National Building Regulations.
• Always ensures cleaning staff efficiency on-site and manages cleaning routines for the BU.
• Coordinates the repairs and replacements of all office equipment.
• Assists IT team with office reticulation projects.
• Supervises all outsourced facilities functions.
• Ensures adequate stock levels are maintained within the business unit with regards to cleaning materials, refreshments, etc.
• Builds cordial relations with Landlords and Governmental Institutions (Eskom/City Power/Public Works).

On-Site Vendor Management

• Liaises with all internal and external suppliers and vendors, building services management, Security, access control, and cleaning staff to ensure that they are performing as per accepted SLAs.
• Resolves conflicts with minimal or no disruptions to overall daily operations.
• Ensures all escalations regarding contractor performance/non-performance is escalated to the line manager.

Project Management

• Ensures accuracy and completeness of information submitted to management on projects to avoid delays.
• Develops and maintains a sound understanding of policies and procedures to develop alternatives to improve and expedite time frames.
• Endeavours to reduce turnaround time to deliver projects within cost and quality.
• Ensures that all activities are performed timeously, accurately, and professionally.
• Communicates daily with contractors on progress and attends weekly meetings.

Document Management

• Compiles and submits all reports timeously.
• Conducts quality checks in terms of documentation conditions to comply with the site build/maintenance.
• Reviews and approves contractor documentation.
• Ensures all documentation information accuracy.
• Keeps records (hard copy and electronic) of all permits, leases, and correspondence.

Knowledge, skills, and competencies:

• Problem Solving
• Oral and Written communication
• Attention to Detail
• Maintaining a high working standard
• Planning and Organizing

Requirements:

• 2 – 3 years’ experience in Facilities/Property Management and Development and/or site maintenance field.
• Minimum 2 years proven technical maintenance experience in a service delivery environment Experience in managing vendor relationships.
• Financial admin with experience capturing invoices.
• Develop Purchase Orders as per the quotations.
• Analyse all project quotations as per the budget agreed upon with the client.
• General Ledger – analyze all expenses as per the client invoice.
• Basic project administration and reporting

• Conducts site inspection to ensure operational effectiveness with minimal disruption to the ongoing working staff.
• Ensures all work undertaken conforms to the Health and Safety Act and is not in contravention of any National Building Regulations.
• Always ensures cleaning staff efficiency on-site and manages cleaning routines for the BU.
• Coordinates the repairs and replacements of all office equipment.
• Assists IT team with office reticulation projects.
• Supervises all outsourced facilities functions.
• Ensures adequate stock levels are maintained within the business unit with regards to cleaning materials, refreshments, etc.
• Builds cordial relations with Landlords and Governmental Institutions (Eskom/City Power/Public Works).

• Liaises with all internal and external suppliers and vendors, building services management, Security, access control, and cleaning staff to ensure that they are performing as per accepted SLAs.
• Resolves conflicts with minimal or no disruptions to overall daily operations.
• Ensures all escalations regarding contractor performance/non-performance is escalated to the line manager.

• Ensures accuracy and completeness of information submitted to management on projects to avoid delays.
• Develops and maintains a sound understanding of policies and procedures to develop alternatives to improve and expedite time frames.
• Endeavours to reduce turnaround time to deliver projects within cost and quality.
• Ensures that all activities are performed timeously, accurately, and professionally.
• Communicates daily with contractors on progress and attends weekly meetings.

• Compiles and submits all reports timeously.
• Conducts quality checks in terms of documentation conditions to comply with the site build/maintenance.
• Reviews and approves contractor documentation.
• Ensures all documentation information accuracy.
• Keeps records (hard copy and electronic) of all permits, leases, and correspondence.

• Problem Solving
• Oral and Written communication
• Attention to Detail
• Maintaining a high working standard
• Planning and Organizing