Head - Administration - BFSI

FACILITIES TEAM MANAGER

Framework: Administration Sub Framework:

Permanent / Permanent Last Updated: August 2015

Contract:

Part Time / Full Full time Job Family: Facilities Management

Time:

Position The Facilities Team Manager is the senior most job in the Facilities Management job

Summary and Primary Objectives

Their primary responsibility is to project manage and co-ordinate complex maintenance, repairs and office moves, new buildings and expansion projects within the Dimension Data office environment and related buildings, including tenants and ensure that these are carried out within the service level agreement.

Manage service requests

The Facilities Team Manager ensures the co-ordination of requests for maintenance and repairs requests. They ensure that all service requests are responded to, distributed and co-ordinated. They take responsibility for ensuring that these requests are completed in a timely manner and within the agreed service level agreement.

Building inspections

The Facilities Team Manager ensures the completion of daily building inspections. They conduct daily walkabouts, checking the cleanliness of all areas, especially bathrooms, break rooms and kitchens. They document and report any findings to the Risk management team and ensure that identified non-compliance to maintenance standards are corrected, adhering to the required health and safety standards.

Maintenance management

The Facilities Team Manager ensures the co-ordination of a general routine maintenance and repairs schedule. They ensure that the required tasks are completed according to the schedule and ensure that accurate records regarding these schedules are maintained in the maintenance database. They ensure that buildings, offices, generators and equipment are maintained to the required standards and that service levels are met. They also ensure that all office facilities are maintained to the standard required by Dimension Data. They support the build of new business facilities, ensuring the most appropriate selection of sites. The Facilities Team Manager is responsible for managing renewals, options, terminations and escalations of existing building leases.

Managing office moves

The Facilities Team Manager advises on the planning and co-ordination of office moves and expansions and renovations within Dimension Data and tenants. This includes, but is not limited to:

- Assessing client requirements

- Space planning and design and creating floor plans

- Sourcing suppliers

- Costing and quoting of construction and other project related supplies

- Adherence to health and safety standards

Equipment management

The Facilities Team Manager ensures that the tools, equipment and office consumables are maintained and appropriately and securely stored. They ensure the replacement of broken and depreciated tools and equipment. They ensure that office equipment operates effectively with minimal unplanned downtime and maintain accurate records of the condition of equipment.

Stock management

The Facilities Team Manager ensures the ordering of office furniture and following up on orders, payments and deliveries. They are accountable for the management of stock and furniture in storage and ensure that redundant furniture is sold to bulk buyers which they have sourced.

Third party management

The Facilities Team Manager ensures that all third parties involved in supplying services related to a facilities project are managed and that the activities are co-ordinated in line with the agreed project plan. They liaise with existing tenants to assist with the co-ordination of routine and scheduled maintenance, repairs and renovations. They ensure that new tenants new tenants for existing vacant space within Dimension Data are sourced and secured.

People management

They are responsible for operational management of the more senior facilities team members, creating and executing on plans and reporting on the team activities in the required forums. They co-ordinate and manage shifts and time keeping of the team. They ensure that employees reporting into them are engaged and understand their career opportunities, by taking responsibility for the development and training of their team members. The Facilities Team Manager ensures that his or her team is rewarded and remunerated according to their performance.

Budget management

The Facilities Team Managers contributes to the management and reporting of the costs related to office moves, expansions, renovations and general maintenance and repairs. They keep track of actual spend in relation to what was budgeted. They continuously assess, control and recommend cost savings related to facilities related projects.

Document management

The Facilities Team Manager is responsible for maintaining the assets registers, ensuring records are kept of all permits, leases, correspondence with vendors as well as reviewing all contractor documentation.

Behavioural skills

The Facilities Team Manager is an organised individual who has excellent verbal and written communication ability. They are proactive and hands on and they demonstrate excellent client service orientation. They are able to cope well with pressure and demonstrate excellent problem solving ability. They demonstrate excellent interpersonal skills and are manage and maintain relationships with internal and external stakeholders. They have good project management skills.

Key Roles and Responsibilities

In this position you will be required to:

1. Ensure all service requests are responded to, distributed and co-ordinated.

2. Assist with the completion of daily building inspections and ensure all work undertaken conforms to the Health and Safety Act.

3. Assist with the co-ordination of a general routine maintenance and repair schedule.

4. Assist with ensuring the tools, equipment and office consumables are maintained and appropriately and securely stored.

5. Assist with ordering of office furniture and following up on orders, payments and deliveries.

6. Assist with ensuring all parties involved in supplying services related to a facilities project are managed and the activities are co-ordinated in line with the agreed project plan.

7. Be responsible for operational management of the more junior facilities management team members.

8. Assist with managing and reporting on the costs related to office moves, expansions, renovations and general maintenance and repairs.

9. Be responsible for maintaining asset registers, ensuring records are kept of all permits, leases, correspondences with vendors as well as reviewing all contractor documentation.

Requirements: - Army Officer retired from OTA (Officer Training Academy)

Education, Experience Training and - 5-8 years- post retirement working experience in a related environment

Personal Skills and knowledge

Attributes and - Excellent planning and organising skills

Skills Required

- Excellent verbal and written communication skills

- Display excellent interpersonal skills

- Good project management skills

Attributes

- Display excellent client service orientation

- Able to cope well with pressure

- Display good problem solving ability

- Able to coach and mentor more junior employees