DataFin Recruitment: Facilities Manager

A leading mobile communications company based in Cape Town requires a Facilities Manager to provide direction and oversight for all facilities related projects and processes. Minimum 5 year’s facilities/project/maintenance experience is required along with a minimum of 3 years supervisory and/or project management experience. Minimum 3 years experience of direct vendor supply management services (tendering process) is also required as well as proven training as Health and Safety Officer and excellent knowledge of the OSHACT.

Duties:
1. Provide direction and oversight for all facilities related projects and processes, space planning, project management and day to day operations including security, office services and supplies, vendor management and systems.
2. Manage maintenance and facilities staff.
3. Negotiate service contracts and ensure that SLA’s are met.
4. Oversee maintenance, office moves and upgrading of company premises.

5. Maintenance:
-Implement and manage maintenance program.
-Supervise and manage installations and repairs.
-Report and have corrected any safety violations to the appropriate department manager including exterior lighting, damage or breakage.

6. Office Services:
-Maintain and improve current office services such as postal services and stationery, etc.
-Ensure that the facility is always in good operating condition and is reflective of the work environment, culture and values.
-Develop and implement a facilities strategy and tactical plan to ensure that we provide a safe, healthy and productive work environment to all employees.
-Implement system for professional management of roaming 3G internet cards, sim cards and mobile phones.
-Audit and monitor all company cellphone contracts (existing and new).
-Assign parking spaces to employees, and ensure that vehicles are parked in lot according to company policy.
-Ensure cleanliness of office space and the all equipment (e.g. air-conditioning systems, lights, coffee machine etc.) is fully functional at all times.
-Make recommendations for changes, additional equipment as required.
-Oversee company travel requirements on management request and procurement if necessary (This may include requirements for USA staff visiting South Africa).
-Oversee company travel requirements on management request and procurement if necessary (This may include requirements for USA staff visiting South Africa).
-Manage catering requirements for guests and meetings.

7. Vendor Management:
-Manage and optimise al current facilities vendors.
-Audit vendor invoices.
-Manage a professional relationship with the landlord and the companies appointed by the landlord that provide services to the company.
-Continually assess all services including contractors, supply vendors for office supplies, coffee, vending machines, cleaning, etc. ensuring that the balance of quality and cost is maintained.
-Full documentation and management of warranties received from suppliers.

8. Capacity Management:
-Ensure effective management of internal requirements that include (but are not limited to) desk space requirements, cleaning resources and printing facilities, etc.
-Keep track of organizational changes and needs and anticipate facilities repercussions, taking proactive steps to support the organization.

9. Project Management (specific facilities-related projects such as office expansion):
-Oversee vendor analyses and selection, develop scope of work and competitively bid all projects.
-Supervise and provide direction to 3rd party vendors responsible for work on our premises.
-Work with project management consultants and space planners, oversee all building layouts, furniture layouts and construction ensuring compliance with laws and codes, and ensuring that designs reflect our company philosophy and create the most productive work environment possible.

10. Asset Management:
-Manage office assets (excluding IT assets).
-Create a full asset register and update it when required.
-Make asset register to finance for depreciation and audit purposes.
-Manage all GSM devices (cellphones, 3G cards).

11. Access and Security:
-Manage facility access and implement control processes to enable accurate reporting and change control.
-Manage and implement store room access and reporting.
-Implement and manage “keys” policy for the company.
-Respond to after hour call out if notified by alarm Company, security, police and fire departments to secure building.
-Implement and manage access tags (landlord issued) for staff.
-Implement and maintain fire safety processes, including fire drills.
-Ensure that all locations have the proper safety training, precautions and are compliant including meeting ergonomic standards as well as coordination site visits.

12. Regulatory:
-Implement program for company to be aware of all requirements for Occupational Health and Safety Act, Construction Regulations and Environmental Policy and Legislation.
-Ensure company adheres to program above.

13. Stock Control:
-Implement full stock control – including but not limited to reporting on all purchases, all consumption and stock take.
-Report on inconsistencies of stock management.

REQUIREMENTS:
1. Minimum 5 year’s facilities/project/ maintenance experience.
2. Minimum of 3 years supervisory and/or project management experience.
3. Minimum 3 years experience of direct vendor supply management services (tendering process).
4. Proven training as Health and Safety Officer and excellent knowledge of the OSHACT.
5. Financial acumen to handle stock management and budgeting.
6. Tertiary qualification is a requirement.
7. Professional Vendor management skills.
8. Effective crisis management skills.
9. Project management skills.
10. Strong administration skills.

Attributes:
1. Assertiveness.
2. Punctuality.
3. Co-ordination skills.
4. Negotiation skills.
5. Self driven.
6. Good communicator.
7. Good interpersonal skills.
8. Positive outlook on life.
9. Assertive nature.
10. Logical thinker (strong troubleshooting skills).
11. Customer service orientated.
12. Responsible and accountable.
13. Work / perform well under pressure.
14. Regular and on time attendance.
15. Attention to detail and logical problem solving skills.
16. Proven ability to contribute to positive and healthy environment.

Details
Remuneration: R240 000 p/a excl benefits
Province: Western Cape
City: Bellville
Type: Permanent
Reference #1006120

Contact details
Nicole Scheffer
DataFin Recruitment
27 21 409 7820
[email protected]