1. Main Purpose of the Role
The Facilities Manager is responsible for ensuring the effective operation of all facilities, providing an efficient and safe working environment for employees by using best business practices to manage resources, services, and processes to meet the needs of the company.
2. Key Performance Areas
| Key Performance Areas |
Tasks and Activities |
| Facilities and Maintenance |
- Create a suitable environment for the purpose and needs of the facilities such as offices and office buildings.
- Develop and implement a facility management program including preventative maintenance and life-cycle requirements.
- Conduct and document regular facilities inspections.
- Allocate and manage facility space for maximum efficiency.
- Coordinate intra-office moves.
- Supervise maintenance and repair of facilities and equipment.
- Track building upkeep as well as anticipate long and short-term improvements and maintenance.
- Oversee facility refurbishment and renovations.
- Plan and manage facility central services such as security, ad hoc cleaning, waste disposal and parking.
- Sourcing contractors and suppliers for repairs, maintenance, cleaning, renovations, waste disposal etc.
- Generate and present regular reports and reviews of facility-related finances, contracts, expenditures, and purchases.
- Develop and implement cost reduction initiatives by identifying areas of potential cost saving, making recommendations and implementing approved approaches.
- Monitor energy efficiency and advise where efficiencies are concerning or need to be looked into in order to ensure cost effective energy use. Implement corrective action to ensure energy efficiencies are achieved.
- Oversee landscaping by ensuring that the necessary landscaping work is completed timeously and as required.
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| Contract Management |
- Working in partnership with Compliance in reviewing all lease agreements.
- Negotiate contracts to optimize delivery and cost saving.
- Obtain quotes and tenders from vendors and suppliers.
- Calculate and compare costs for goods and services to maximize cost-effectiveness.
- Coordinate and monitor activities of contract suppliers.
- Manage contractor and vendor relationships.
- Manage and review service contracts to ensure facility management needs are being met.
- Ensure delivery schedules, quantity and quality criteria are met.
- Maintain ongoing communication with landlords, contractors, clients, and teams.
- Keep and maintain all contract records.
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| Occupational Health and Safety |
- Oversee all activities related to compliance with the Occupational Health and Safety Act within the organization.
- Review and implement the occupational health and safety policy and standard operating procedures.
- Ensure all offices comply with health and safety standards, regulations and industry codes.
- Manage the upkeep of equipment and supplies to meet health and safety standards.
- Respond to facility and equipment alarms and system failures.
- Respond to emergency incidents or other urgent issues relating to facilities or health and safety.
- Ensuring compliance with all safety and security protocols.
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| Fleet and Insurance Management |
- Ensure that Anova’s (including programme related fleet) fleet is 100% effectively and efficiently managed.
- Ensure that all Anova vehicles are 100% well maintained and timely serviced to ensure safety of staff.
- Ensure all Anova vehicles are covered by insurance, and that they have active tracker monitoring devices installed.
- Ensure all Anova qualifying vehicles has active AA cover for in case of breakdowns.
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| People Management |
- Day-to-day management and supervision of the facilities team.
- Working in partnership with and providing technical support to office manager(s) where applicable.
- Regularly assess the team for capacity and work allocation.
- Be the first point of escalation for stakeholders, suppliers and clients for facilities related queries.
- Consistently identify training and development needs.
- Periodically conduct performance reviews in line with Anova’s performance cycles.
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3. Qualifications & Expertise
- Diploma or Bachelor’s degree in Facilities Management, Construction management, Facilities Engineering or related qualification.
- Occupational health and safety certification preferred.
- 5 Years of relevant work experience in facilities management.
- Experience in multiple facets of facilities operation.
- Supervisory experience.
Technical Knowledge and Skills
- Computer literate – MS Office (Outlook, word, excel & PowerPoint) and systems knowledge including Microsoft projects.
- Facilities management technical knowledge.
- Working knowledge of principles and practices of: Project Management, Business administration, Procurement rules and regulations.
- Knowledge of negotiating and managing lease agreements.
- Sound knowledge of health, safety, and environmental regulations.
Attributes
- Strong organizational skills, including time management and multi-tasking skills.
- Strong interpersonal and excellent relationship management skills.
