Johannesburg: Facilities Officer

Job Title: Facilities Officer Business Unit: Corporate Support Reporting Line: Manager: Facilites and OHS Relationships: Internal All Staff Relationships: External Service Providers Cleaning Service Provider Main Purpose of Job: To coordinate and facilitate the maintenance, buildings and assets. Key Responsibility Areas: Building Management Maintenance Receive maintenance calls logged by staff members and liaise with the relevant service provider to attend to the maintenance request. Coordinate building maintenance contractors’ response to repair requests within the allocated tunaround time. Monitor that all repairs and maintenance to buildings and infrastructure are performed properly. Coordinate maintenance of the Head Office in accordance with Health and Safety regulations. Liaise with the appointed Landlord on property management matters. Monitor performance of cleaning contractors to ensure that agreed levels of cleanliness are achieved. Coordinate the pest control and deep cleaning services on a quarterly basis at Head Office in accordance with service level agreements. Compile maintenance reports for submission to the IT Manager. Check that all builsing areas are in compliance with OHSA, with emergency exits clearly marked. Facilities Management Monitor that the design of existing or new offices are in compliance to the standarised design. Coordinate refurbishment projects for new and existing offices. Administer the maintenance of the security systems and schedule regular maintenance and testing to ensure response time in an emergency is adequate. Coordinate and monitor the safe storage of excess furniture. Manage the reception area to ensure the reception desk is sufficiently resourced at all times and that the image is maintained. Purchase office consumables for Head Office to ensure sufficient supply of groceries and stationery. Conduct monthly stock takes to determine the level of stock is maintained and produce reports for submission to the IT Manager. Preparing documents to put out tenders for contractors. Investigating availability and suitability of options for new premises. Managing and leading change to ensure minimum disruption to core activities. Directing, coordinating and plannning essential central services such as reception, security, maintenance, mail, cleaning, catering, waste disposal and recycling. Ensuring the building meets health and safety requirements and that facilities comply with legislation. Planning best allocation and utilization of space and resources for new buildings, or re-organizing current premises. Using performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement. Responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences. Maintenance of Office Equipment Coordinate the maintenance of office equipment to ensure equipment is in sound working order at all times. Arrange for the servicing of office equipment in accordance with service level agreement terms and conditions. Service Provider Management: Monitor the performance of service providers in accordance with procurement policies and procedures. Monitor compliance of all suppliers used to legislation and regulations. Maintain a central supplier database. Resolve supplier disputes and escalate to IT Manager when required. Support thr drive in BEE procurement throughout to achieve the appropriate BEE targets. Provide advice and support to service providers during the tender process. Maintain sound business relationships with service providers. Qualifications & Experience: National Diploma in Property Management or Facilities Management or equivalent Three years’ experience in facilities maintenance or office administration Three years’ experience in Occupational Health and Safety Management Competencies Required: Technical Competencies Administration Support Scheduling and Coordination Service Competencies Customer / Citizen Service and Orientation Stakeholder Engagement Team Player Behavioural Competencies Action Orientation Attention to Detail Diligence Professionalism If you meet the above requirements and have the relevant qualifcations and experience, please apply by submitting your CV.