Facilities Administration Manager

Job Description - Facilities Administration Manager

The Facilities Admin Manager is responsible for the management of facilities admin, services and processes that support the facilities and property department’s strategy, ensuring that best business practices are utilized to improve efficiency, by reducing operating costs whilst increasing productivity. Importance is placed on the ability of the Facilities Admin Manager to maintain and improve the service ethic.

Daily

Identifying, planning, executing and overseeing the monthly preventative programs for the allocated buildings within the portfolio.
Interrogate and closure of NCRs across the portfolio. (Follow -up with tenants and/or contractors regarding NCR items)
Project management, supervising and coordinating work of contractors where applicable.
Assist the OPS Manager with Building and grounds maintenance.
Calculating and comparing costs for property expenses against budget and provide motivation thereof.
Directing and planning essential services such as reception, security, maintenance, cleaning, waste disposal, recycling and other related services.
Checking that agreed work by contractors has been completed satisfactorily and following up on any deficiencies before payments may be put forward for authorisation.
Take on and Take Back Inspections. (Ensure White box Specifications are Met and Reinstatements are done to Specifications)
Respond appropriately to emergencies or urgent issues as and when they may arise. (Including After Hours and Weekends Emergencies)
Inventory and asset control.

Weekly

Submission of weekly plan calendar together with updated tracking log to Portfolio Manager/Operations Manager
Monitor and report on overall progress against tracking log and forecasts.
Attend and cheer weekly operational meeting alongside or in the absence of OPS Manager and ensure that deadlines are met in accordance to tracking log and forecasts.

Administration

Compilation of accurate monthly reports.
Ensure that Preventative Maintenance reaches OHS Dept monthly
Oversee the closure of NCRs (Close engagement with OHS Dept)
Compile Expense Authorisation Forms for every expense across the portfolio
Assist with Annual Capex Wishlist Compilation for buildings.
Ensuring the administration policies and procedures are adhered to.
Oversee Adherence of Contractors with OHS. (Health and Safety Files)
Compliance to the Occupational Health and Safety Act, By Laws and
Applicable SANS Standards

General

Preparing documents to define scope of work for contractors.
Planning best allocation and utilisation of space and resources for buildings or
re -organising current premises.
Planning for future development in line with strategic business objectives.
Implementing premise installations.

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Facilities Administration Manager

Job Description - Facilities Administration Manager

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