DATE ADVERTISED: 05 SEPTEMBER 2017 VACANCY PROPERTIES UNIT: FACILITIES MANAGER X 3 (BUTTERWORTH, MTHATHA AND EAST LONDON)

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Imogene Terry
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DATE ADVERTISED: 05 SEPTEMBER 2017 VACANCY PROPERTIES UNIT: FACILITIES MANAGER X 3 (BUTTERWORTH, MTHATHA AND EAST LONDON) GRADE 14: R 454 924 - R 556 018 (Total Cost to Company) The Properties

To plan and manage the operation and maintenance of ECDC facilities and plants to prolong their life cycle and achieve a high level of customer satisfaction.

1 DATE ADVERTISED: 05 SEPTEMBER 2017 VACANCY PROPERTIES UNIT: FACILITIES MANAGER X 3 (BUTTERWORTH, MTHATHA AND EAST LONDON) GRADE 14: R R (Total Cost to Company) The Properties Facilities Manager will report to Head: Properties. To plan and manage the operation and maintenance of ECDC facilities and plants to prolong their life cycle and achieve a high level of customer satisfaction. KEY DUTIES AND RESPONSIBILITIES The Key Performance Areas will encompass: Managing Computer Aided Facilities Management System Monitoring vacancies. Keep up with development and trends in Computer Aided Facilities Management Technology; Design and prepare customized reports for various clients; Design and develop required reports for Maintenance Management; Continuously improving the systems and automate as far as possible; Continuously improve the systems and automate as far as possible; Ensure that vacant sites are secured from vandalism and illegal occupation. Manage systems administration. Ensure that all systems administration is up to date; Constantly ensure that CAFMS processes are aligned with ECDC Policies and Procedures; Continuously streamline and improve the Call Centre maintenance processes; Ensure the system is updated with release updates; Ensure all necessary upgrade are conducted; Ensure all backups are carried out and done. Train and develop ECDC staff in the implementation of CAFMS. Ensure that all relevant maintenance staff are adequately competent in the operation of CAFMS; Ensure maintenance managers and building inspectors are adequately competent in viewing and extracting relevant management information; Ensure that maintenance managers, building inspectors and maintenance help desk / admin staff are kept abreast of ongoing CAFMS developments.

2 Manage Call Centre / Help Desk operations. Constantly ensure that Facilities Management Software Programme processes are aligned with ECDC Policies, Procedures and SLA s.; Ensure that all problems are handled efficiently and effectively. Ensure that all problems logged with the Call Centre are dealt with in accordance with ECDC Policies and Procedures and Client SLA s; Ensure all purchase orders are followed up and closed off; Ensure that there is proper follow up with contractors; Ensure that Call Centre complies with ECDC Procurement Policy; Ensure all incoming telephone calls, s and faxes are dealt with promptly; Ensure all clients and tenants are dealt with professionally; Ensure all documentation is completed correctly; Continuously streamline and improve the Call Centre maintenance processes; Timeously update of day to day contractors / service providers database and service contracts. Manage maintenance works approval and compliance. Final assessment and approval of received quotations for proposed maintenance works; Management of tender administration for Opex Projects; Ensure timeous approval of Purchase Orders for maintenance works; Approve maintenance orders within delegated authorities; Provide Property Managers with weekly report on weekly orders placed; Follow up on all approvals outside delegation and ensure timeous approval; Report all approvals, delaying the work requests, to the Property Managers; Undertake life cycle analysis of all fixed plant prior to the approval of any proposed maintenance repairs work; Review As Built Plans / Drawings prior to acceptance and approval by municipality for compliance and safekeeping thereof; Ensure the implementation and monitoring of the PMBOK Principles (11No.) to each and every proposed maintenance works to be undertaken by service providers, i.e (Time, Cost and Quality Management, etc.); Monthly reports on all approved, in progress and completed maintenance works including cost reports as scheduled; Management and evaluation of variations on planned maintenance works; Management of SLA s including benchmarking for service contracts; Manage the monthly evaluation and reports on service providers performance for grading purposes; Management of service providers database, compliance with legislation, (OHSA, CIDB & SARS) and standard building regulations. Report on Call Centre activities and liaise with internal clients. Prepare report on status and costs for fortnightly and monthly meetings; Ensure circulation of minutes of all meetings within three days; Send report to Clients 48Hrs before respective meetings; Coordinate and participate in fortnightly and monthly meetings with clients. Take corrective action when complaints are received from Clients; Prepare management reports for General Manager; Prepare a coordinated monthly report from Property and Maintenance Managers including Building Inspectors based on maintenance issues; Inform Clients through Property Managers of any serious problems.

3 Manage service levels Inducting staff Manage and ensure that response time, quality and cost related data per activity for all locations is acquired and captured accurately; Establish and manage response times, quality and cost; Report on non-approved deviations from agreed service levels and recommend to the General Manager the contractors to be removed from contractors shortlist / database. Manage and ensure a climate of continuous service excellence Monitor client satisfaction levels continuously; Take corrective action; Submit client satisfaction / dissatisfaction reports to General Manager on weekly bases. Provide Client Liaison Attend Client liaison meetings; Promptly resolve and clear client queries; Ensure minutes are taken and distributed to Clients and relevant Technical Services staff. Manage the accurate recording of maintenance costs and documentation Manage the receipts of all invoices for correctness and value for money prior to the final approval for payment; Manage and ensure accurate capturing of all information; Ensure the payment approval as per delegations is arranged and documentation forwarded to Property Managers; Ensure that invoices for electrical work and new geyser installations are accompanied by Certificates of Compliance from registered / accredited Electrical Contractors and are verified for correctness and compliance, then signed off by ECDC s Industrial Technician with wiremen s license as recipient or by any other electrical specialist with wireman s license nominated by ECDC prior to approval for payment; Ensure that all documentation going to the Property Management Section or to the General Manager is correct and all the necessary documentation is attached and completed correctly. Managing technical aspects Receive and allocate Maintenance Budgets for various clients. Agreed budget is allocated to appropriate maintenance category, location and project on Maximo (Existing) / CAFMS (Proposed). Manage maintenance Budgets per capacity. Manage expenditure per maintenance category and against budget; Manage the procurement in terms of BEE policy and targets.

4 Report on Budget Variances. Analyse and report on maintenance categories and report on financial variances when they occur; Prepare monthly reports for maintenance expenditure versus budget and expenditure per maintenance category; Prepare monthly reports of actual expenditure versus budget / projections for presentation at monthly client liaison meetings with Property Management; Prepare maintenance expenditure per location report for Leasing Managers. Managing Human Resources Managing employee levels; Ensure appropriate staffing levels are maintained; Ensure selection interviews are professionally conducted; Ensure follow-up and exit interview information is utilized; Ensure employees are provided with appropriate resources Develop Employees Ensure induction of new employees within one month of commencement; Ensure each employee has an up to date Job Portfolio; Identify training needs of employees in conjunction with each and every employee; Compile a development programme with each employee; Follow up on completion of training to ensure transfer of learning and skills. Manage employee performance Determine appropriate performance goal with employees; Assess employee performance; Assess employee performance informally daily and give feedback; Identify training needs and compile individual development programmes; Manage unacceptable performance appropriately; Monitor service to clients. Implement policies, procedures and work schedules Communicate management decisions timeously and effectively to employees; Monitor adherence to policies and procedures; Anticipate and manage peaks and lows in work-loads; Provide input on policy and procedure enhancement. Manage the implementation of Employment Equity Strategies Provide realistic input in the compilation and revision of annual targets; Actively monitor the achievement of EE targets; Manage obstacles in achieving these targets appropriately; Manage diversity effectively and resolve conflict effectively.

5 REQUIREMENTS B Tech Degree in built environment and project management 3 years relevant experience in a built environment discipline, facilities management and advanced experience in Computer Literacy especially MS Projects, Micro / Win Q.S. packages; Must possess the following; o pleasant personality; o neat and presentable; o customer service orientation; o possess both verbal and communication abilities; o ability to interact effectively with corporation personnel. This is a 3 year fixed term contract of employment and the successful candidate will be subjected to signing a performance contract. If you have not been contacted within 8 weeks after the date of the advertisement, please regard your application as unsuccessful. In making these appointments, ECDC reserves the right to apply the principles enshrined in the Employment Equity Act, its policies and plans. Please send your detailed CV to Talent Consultant Tel: (043) Fax: humanresources@ecdc.co.za Closing date: 12 September 2017

$ per hour (includes 25% loading in lieu of leave entitlements) plus superannuation As required during standard business hours Monday-Friday

$ per hour (includes 25% loading in lieu of leave entitlements) plus superannuation As required during standard business hours Monday-Friday POSITION DESCRIPTION Position Title: Employment Type: Housing Worker- Casual Tenancy Services Casual Remuneration & Benefits: Hours Of Work: Primary Location: Date Pd Adopted: August 2016 $39.6104 per