Sub-Contractors
- Meet regularly with contractors to ensure compliance with relevant SLAs.
- Ensure that best price is offered for service.
- Maintain Service Provider matrix.
- Scorecards to be in place and completed for all Contractors.
- Contract File to be maintained for audit purposes.
- Ensure that in conjunction with Procurement department that all relevant documentation is completed and filed.
- Ensure that internal and external Service Level Agreements as defined in our Scope of Works are met.
- Manage the relationships with the building owners and contractors to ensure service delivery.
- Management of sub-contractors and external service providers.
- Assist with the management of regular and preventative maintenance plans and pre-approved capital projects.
- Control and approve all overtime requests from the various departments.
- Ensure that adequate resources are available as required by the SLA.
- Monitor departmental productivity to ensure work is carried out according to SLA to ensure no penalties are imposed on TFS as a result of non-conformance.
- Management and control the contract budget.
- Maximize and create new business opportunities within the account.
- Manage the site budgets to meet financial objectives and provide monthly reports.
- Identifies opportunities for major revenue enhancement, major cost reduction and production efficiency.
- Manage and assist in financial month-end submissions to the client.
- Produce the monthly fee, pass through and salary quotation & invoices for submission to the client.
- Ensure that the client receives the required pass through, fee and salary invoices by the deadline.
- Follow up on payment of the above invoices once issued.
- Establishes and maintains a good working relationship with the client.
- Manage all aspects of partner interactions with the client and TFS.
- Develop and implement best practices for client services.
- Obtain and maintain an 85% or higher Customer Satisfaction Audit percentage.
- Manage and maintain departmental effectiveness in line with the agreed SLA and ensure that the department provides a high level of service to the client at all times.
- Conduct technical audits.
- Oversee and manage staff grooming ensure that all staff are always well groomed and present a professional image.
- Undertake regular physical inspections of the work environment and report on these to the senior facilities manager.
- Ensure that all departments are effectively manned and able to undertake the tasks they are required by the SLA to achieve.
- Ensure that all departmental tools and equipment are in optimal condition and arrange the repair or replacement of such should the need arise.
- Manage and control all aspects regarding Safety, Health, and Environment & Quality (SHEQ).
- Ensures continuous improvement and benchmarks services.
- Assist the client in managing safe work practices that are in line with Occupational Health and Safety Act.
- Establish and maintain a good working relationship with management and staff of all the sites for which you are responsible.
- Manage the staff time keeping & productivity to ensure that all SLAs are achieved, and any transgressions are reported and managed accordingly.
- Conduct bi-annual KPA reviews with all maintenance staff and provide them with effective feedback.
- Provide each staff member with a PDA (personal development plan) and ensure that targets are achieved
- Communicate any training requirements with the HR department and FM.
- Ensure that any disciplinary actions are dealt with in accordance with the TFS Policy.
- Submit all documentation relating to the staffs remuneration and packages by the due date to the required department.
- Compilation of technical and management reports as well as data for the client and Senior Facilities Manager by the deadline provided.
- Monitor help desk statistics and audit to ensure adherence to Service Level Agreements.
- Produce ad hoc reports for the client as required.
- Ensure that all incident reports are submitted timorously
- Excellent communication skills and relationship management skills.
- Customer service centric.
- Team and project focused.
- Strategic planning skills.
- Problem solving and analytical skills.
- Financial and business acumen.
- Strong project and resource management skills.
- Conflict handling.
- Very good oral and written skills that facilitate effective and persuasive communications with people at all levels within TFS and with external customers.
- Ability to deliver high quality and proactive service to internal and external customers.
- Ability to effectively manage processes and projects.
- Ability to identify, develop and apply new ideas and practices in areas of responsibility that are consistent with TFSs strategies and which demonstrate a proactive approach to meeting the needs of the account.
- Ability to develop good internal and external networks and to gain credibility with management, staff and external parties.
- Ability to provide leadership, counselling, motivation and constructive performance reviews of staff, securing their respective commitments to the departments goals.
- Ability to handle conflict situations.
- Ability to use own initiative and to operate with no management support when required.
- Must be an extrovert and be approachable at all levels in the working environment.
- 2 -5 years experience in Facilities; Engineering environment; Property or Project Management or equivalent knowledge and skills.
- Good understanding and experience of Safety, Health, Environment & Quality (SHEQ).
- Good financial and business acumen.
- Working knowledge of equipment, materials and supplies used in facilities management.
- Good understanding of SLAs and Management contracts.
- Operational experience at a managerial level.
- Knowledge of LRA and managing labour relations issues.
- Valid drivers license and own transport.
- Experience in managing technical and non-technical staff.
