Overall Purpose of the Job:

To manage, co-ordinate and supervise, repairs, maintenance, facilities operations and specific services at the school or campus where based.

To provide support to the Campus Head to ensure that the condition of facilities (grounds, buildings, landscape, security, equipment etc) is maintained to the agreed standards and that costs are contained and/or reduced where possible.

To oversee manage and report on the performance of vendors contracted to provide outsourced services in relation to security, cleaning & hygiene, landscaping and equipment or any other specific Service Level Agreements related to the campus facilities

To be responsible, arrange and manage all ad hoc repairs general and preventative maintenance services to the site/ campus through internal resources or external suppliers.

To record and submit water, electricity and diesel consumption as and when required and to pro-actively manage consumption to be in line with the targeted budgets.

To oversee the site liaison for Environment, Health & Safety matters.

Main Outputs and Responsibilities for this Position:

Facilities Management & Stakeholder engagement:

• Set facility specific KPAs/Outputs in consultation with Brand Facility Manager and Campus Head/ Principal
• Plan for and obtain the resources necessary to enable implementation of the KPAs/Outputs
• Oversee the implementation of plans for the facilities within their area of responsibility. Lead the Facilities support staff towards achieving the plans
• Monitor the condition of facilities/premises on an ongoing basis to ensure they are neat and tidy at all times, initiating corrective action when necessary.
• Arrange weekly meetings with Campus Head to report on facility-specific performance and provide and receive feedback on relevant operations and tactical matters. Apply the agreed templates to measure and report on progress
• Liaise with campus head and sports coordinators to ensure that the setting up for events is done within required time lines and to agreed standards
• Proactively identify performance shortcomings or risks, report these timeously and institute corrective measures
• Monitors water consumption on a daily basis using the monitoring platform, Identify leaks, report to service provider or repair same.
• Monitor electrical consumption using the electrical monitoring platform. Ensure all non-essential lights and other electrical equipment are turned off at night. Implement manual shutdown procedures. Review current operating practices and processes within the respective facilities and ensure alignment with the relevant Brand Keep Facility / Site Management informed about all operations affecting site facilities.
• Manage relationships with the relevant stakeholders on site ensuring that their needs are responded to and met, timeously and they are kept informed about facilities and developments.
• Make recommendations to continuously improve the operation and efficiency of facilities on site.

Site/ Building Maintenance:

• Provide input to the preventive maintenance plans for the facility, in accordance with Group standards and maintenance lifecycle plans
• Oversee the planning and implementation of preventative maintenance, whether insourced or outsourced
• Initiate and manage repairs to fixtures and fittings, plumbing, electrical, painting, glass panes, roof tiles / sheeting, guttering, waterproofing, paving and driveways, gates and fences, proactively and when required. Call on specialists, as necessary.
• Mitigate any health & safety risks.
• Co- ordinate the planning, scheduling, resourcing and implementation of maintenance
• Ensure that ADvTECh support staff have the required supervision, training certification and health and safety understanding to perform the tasks assigned to them.
• Co-ordinate and record the maintenance and servicing of all mechanical and electrical equipment in line with the manufacturers specification and submit reports as and when required.
• Ensure that all furniture is clean and in good state of repair and equipment is adequately maintained.
• Ensure that classrooms, offices, walkways, ablution blocks are cleaned daily as per the SLA, liaising with outsourced cleaning staff as necessary.
• Conduct weekly inspections of the facilities, identifying maintenance issues and arranging for repairs and/or replacements.
• Inspect ablution blocks, on a daily basis, to ensure that they are clean & hygienic and there are adequate supplies of consumables. Check that equipment is in working order, taps are working, toilets functioning and that there are no leaks.
• Ensure the maintenance and roadworthiness of vehicles, co-ordinate outings and logs all trips.
• Manage all storerooms in an orderly manner.

Vendor Co-ordination & SLAs:

• Co-ordinate the service delivery of both outsourced and contracted vendors.
• Provide input to the specifications for national/regional service specifications when services need to be outsourced.
• Facilitate and support the procurement and contracting of new providers and transitioning/exit of existing providers.
• Be familiar with the procurement processes including the uploading of new vendors
• Ensure periodic security risk assessments are undertaken by security service provider and SOP amended to ensure all security risks are mitigated
• Service Level Agreements:
  • Co-ordinate the service delivery of both outsourced and contracted vendors.
  • Provide input to the specifications for national/regional service specifications when services need to be outsourced.
  • Facilitate and support the procurement and contracting of new providers and transitioning/exit of existing providers.
  • Be familiar with the procurement processes including the uploading of new vendors
  • Ensure periodic security risk assessments are undertaken by security service provider and SOP amended to ensure all security risks are mitigated
  • Service Level Agreements:
• Arrange monthly meetings with Campus Head, BFM and area managers of all contracted service providers
• Monitor cleaning and hygiene consumable stock levels and monthly deliveries. Place orders when quantities reach minimum levels. Verify stock deliveries against orders
• Sign for all delivered consumables.

Financial Planning & Monitoring:

• Provide input and insight to the annual budgeting and financial planning process for the facilities.
• Identify and report aspects that were under-maintained or not adequately addressed because of budget limitations in current period
• Identify and report new requirements such as additional facilities/assets and assets out of warranty
• Provide input to the rolling five-year maintenance refurbishment and replacement budgets.
• Draft annual preventative maintenance budget in line with preventative maintenance plan
• Monitor spending and report on performance against budget
• Identify areas for possible cost saving with respect to Facilities management and make recommendations to Campus and Brand management
• Make projections regarding future costs versus budget.
• Advise on corrective measures where projections exceed budgets including savings on utilities

Site Environment, Health & Safety Co-Ordination:

• Maintain the campus health and safety files per the ADvTECH Health and Safety Policy and Procedure.
• Perform routine health and safety inspections, records and reports on findings, and initiate action to rectify non-compliant or unsafe conditions
• Ensure reports and documents, for the site, are uploaded onto the EHS system, timeously
• Attend and participates in Health and Safety meetings
• Respond, in accordance with procedures during emergencies/ crises and ensure responsible back-up is available in order to take corrective action as necessary. Co-ordinate and participate in routine fire, evacuation and other drills for the site.
• Identify areas for improvement and reports these to Campus management and the EHS team

Staff Supervision:

• Lead, motivate and supervise the Facilities support staff on site in the achievement of set objectives and deliverables
• Ensure adequate and appropriate human resources are in place to deliver the business objectives
• Institute monthly reporting sessions for direct reports to track progress and compliance of systems and work done
• Provide feedback and coaching to direct reports to ensure optimal productivity and foster growth, on an ongoing basis
• Prepare and maintain action plans to address poor performance
• Ensure that staff attend regular training to enable them to meet the requirements for their role and develop their skills
• Manage HR processes with staff including leave planning and approval
• Arrange onboarding for new facilities support staff

Education:

Post matric qualification preferably in built-environment disciplines of architecture, engineering, project management, quantity surveying, maintenance, or construction management and/or facilities management.

Experience:

• 3 years of experience in working in a built environment/project management/ facilities management/ property administration/ maintenance management.
• 2 years of experience in Staff supervision.

Legal Requirements:

• Drivers License