Assistant Facilities Manager

Primary purpose of the job:

To assist and engage the Centre Manager as well as support the property managers in the planning, management and monitoring of all aspects related to the management of the portfolio and inspection of work to ensure that quality standards are maintained or improved. Also, to ensure strong customer relationships are built and expectations are met and managed.

Key Performance Areas (KPA’s):

• To assist the Centre Manager and Portfolio Facilities Manager in all aspects of site facilities.
• Coordinate all maintenance service and repairs pertaining to building and related equipment.
• To plan and oversee refurbishment projects within timescales and budgets.
• Plan co-ordinate and manage facilities resources and operations as required.
• Organise and control service maintenance agreements.
• Maintains accurate records with regard to weekly/monthly/annual inspection of equipment and general preventative maintenance.
• Work with procurement to source best value and look for opportunities to implement cost savings.
• Work with the Centre Manager and the Portfolio Facilities Manager with managing and effective controlling of the general and preventive maintenance program.
• Assist and monitor the tenant instillation process for new and renewed tenant leases.
• Assist and monitor all contracted services and vendor suppliers, obtain quotations and prepare work orders.
• Co-ordinate works with the Centre Manager and the Portfolio Facilities Manager and supervise maintenance employees to insure maximum performance and compliance with all policies and procedures.
• Preparation of documentation for the expense portion of the annual budget/business plan.
• Responsible for assisting in the management of and reporting on the buildings budget.
• Prepare back-up information for operational reports with the assistance of the Centre Manager and the Portfolio Facilities Manager.
• Assist the Centre Manager and the Portfolio Facilities Manager and the Property Manager as needed.
• Responsible for all other duties as assigned by the Centre Manager and the Portfolio Facilities Manager.
• To undertake any other duties as may be required by the level of the post, and as required by the Head of Facilities and Senior Management.
• The post holder will ensure compliance with all health and safety requirements.

Job Requirements:

Education

• Grade 12
• Building-related trade certificate (essential)
• Further Education qualification in Facilities Management or related field (desirable)

Relevant Experience

• Minimum 2 years industry experience required in Facilities Management with management and technical emphasis (essential)
• Knowledge of MDA (essential)

Skills Required:

• Oral and Written communication and interpersonal skills (essential)
• Ability to work as part of a team.
• A flexible approach to work.
• Attention to detail.
• Ability to prioritise own workload to meet deadlines.

Knowledge:

• An understanding of Customer Care.
• An understanding of Health and Safety issues.
• Ability to analyze facts and exercise sound judgment in arriving at conclusions.
• Ability to develop long-term plans and programs and to evaluate work accomplishments.
• Ability to read and interpret documents
• Ability to define problems, collects data, establish facts, and draw valid conclusions.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.
• Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process;
• Ability to define problems, collects data, establish facts, and draw valid conclusions.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.
• Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process;

Makes timely decisions.

• Prioritizes and plans work activities; Uses time efficiently; Organizes or schedules other people and their tasks.
• Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments

Competency Requirements:

Essential

• Deciding and Initiating Action
• Planning and Organising
• Leading and Supervising
• Following Instructions and Procedures
• Persuading and Influencing
• Delivering Results and Meeting Customer Expectations
• Applying Expertise and Technology

Desirable

• Entrepreneurial and Commercial Thinking
• Analysing
• Presenting and Communicating Information
• Learning and Researching
• Coping with Pressures and Setbacks

Other

• Demonstrate leadership skills and a willingness to grow and learn new skill sets.