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Facilities Manager

Job Description and Requirements

The role 

Facilities manager 

Authority to spend the approved budget. Evaluates, approves and implements change at the contract level, recommends and initiates change to delivery plans, develops new management tools and operating processes, writes variable project proposals and supporting business cases. Accountable for all site operations including direct staff and third party suppliers. Maintains networks with peers, professional bodies and wider FM community. Accountable for all site operations including direct staff and third party suppliers Maintains networks with peers, professional bodies and wider FM community. 

Your responsibilities will include:

  • Ensuring that all requirements are met to satisfaction.
  • Providing company timely and accurate feedback on all operational activities and issues.
  • Utilising company’s computerised systems to plan, schedule, track, and report on the services.
  • Communicating and ensuring alignment with company's representative or contract administrators.
  • Setting clear goals and objectives that are aligned with company's goals and objectives.
  • Developing processes designed to promote effectiveness, efficiency, and reduce expenses.
  • Developing a relationship with the company and representatives.
  • Demonstrating a “Business First” attitude as it relates to the quality and total system cost approach to the facility.
  • Ensuring that service provider's onsite staff is highly motivated and qualified to provide the services.
  • Ensuring on-going technical training and superior customer service skills.
  • Managing company's separate elevator maintenance contract and other separate as directed by holder from time to time.
  • Maintaining discipline, and keeping assigned work areas in good order and appearance at all times.
  • Minimise overtime by planning and scheduling work, by adjusting work shifts, by implementing approval requirements, and other management and control techniques.
  • Ensuring that rigorous time accounting is maintained for service provider's on-site personnel.
  • Using company’s facility management software to capture data.
  • Developing and ensuring compliance with a robust safety program in scope, depth, training, record keeping, effectiveness, and other significant provisions.
  • Ensuring full compliance with and assist in the ongoing operation and improvement of the program.
  • Ensuring proper and continued operation of buildings' equipment and facilities.
  • Ensuring service level commitments to building occupants are honoured.
  • Complying with company’s security requirements.
  • Ensuring timely delivery of materials and supplies.
  • Ensuring that periodic meetings are scheduled and held with subcontractors to review operational activities, non-conformance, etc.
  • Ensuring the services are performed in accordance with building and other applicable codes and standards. Obtaining all regulatory and other applicable permits required for building operations. Scheduling timely inspections by regulatory agencies as required.
  • Ensuring the timely and accurate submission of planned and ad hoc reports, including, but not limited to, a monthly accomplishment and non-conformance report.
  • Ensuring that procedure manuals are available, updated regularly, and that individual departments follow all procedures.
  • Ensuring access lists to all company's systems and databases are kept current (additions, deletions, changes, etc.).
  • Retaining all records in accordance with company’s records retention policy.
  • Managing and monitoring all financial processes.
  • Ensuring proper budgeting, analysis, forecasting, and cost control to operate within the approved budget.
  • Ensuring service provider's department managers take ownership of all aspects of their budget and the budget process.
  • Ensuring that adequate financial stewardship and controls are in place to comply with generally accepted accounting practices and the specific requirements of company, whichever is more stringent.
  • Ensuring timely payment of labour, material, and other service providers and subcontractors, and regulatory agency fees including permit and inspection fees.
  • Managing inventories and provide periodic and ad hoc reports.

The requirements 

Your experience, knowledge and skills need to include:

  • Excellent HSE understanding.
  • Experience managing large teams.
  • Excellent communication skills both written and spoken. Fluency in English.
  • Computer literacy and proficiency with Microsoft Office programs.
  • Strong motivational skills.
  • Creativity and design flair ability.
  • Professional appearance and attitude.
  • Strong comprehension and interpretation skills.
  • Strong document preparation skills and accuracy.
  • Good organisation and planning skills.
  • Ability to work in a team and alone as activity requires.
  • Strong customer service focus is preferred.
  • Knowledge of FM, engineering and building environment.
  • Experience of CRM using databases.
  • Experience in facilities management (multi-site operations, management of multi-disciplinary teams, commercial contract management, managing large budgets, implementation of various FM strategies)
  • A desire to grow and develop their skill and experience in business development.
  • Ability to meet tight deadlines whilst working under pressure.
  • Flexibility and ability to work late hours as when required.
  • Exceptional customer interaction skills.
  • Strong all round understanding of all aspects of FM services and contract risk management.
  • Budget management and cost control.
  • Quality management.
  • Communication, negotiation and influencing skills.
  • Financial management and business acumen.

Qualifications

  • A chartered member of relevant professional or trade organisation.
  • A degree qualification in FM or related discipline.
  • A degree or equivalent qualification in relevant subject.
  • Minimum advanced level Microsoft Power Point.
  • Minimum advanced level Microsoft Word.