Manager Facilities, Maintenance and Security Services

Effectively and efficiently manage the operations of the Facilities, Maintenance & Security Services Department, through the provision of the most suitable work environment for the Company’s employees

Job Summary:

Effectively and efficiently manage the operations of the Facilities, Maintenance & Security Services Department, through the provision of the most suitable work environment for the Company’s employees and its customers, by ensuring that the facilities, maintenance and security aspects of the Board’s operations are appropriately executed; in addition to its security, ancillary/support services. Plan, organize and direct activities of all Company’s owned/investment properties and its leased properties, as it relates to maintenance, repairs, processing of tenancy applications, lease agreements, rent collections and invoicing.

Job Responsibilities:

Facilities

• Develop and implement a Facilities Management Plan that encompasses preventative maintenance and the implementation of systems to address the company’s property management requirements, inclusive of budgets for renovation and upkeep of all properties. Preparation of Scope of Works for Tenders, Review and evaluate RFP’s for selection of service providers and contractors.
• Manage and review all aspects of service-level agreements and contracts with service providers, suppliers or contractors who have been engaged to perform work on any of the Company’s facilities, to ensure that the Company’s facilities management needs are  being met, by monitoring the delivery of services, including: janitorial, repairs and maintenance, air-condition, electrical, plumbing, pest control, fire alarm, surveillance e.t.c.
• Ensure the upkeep of all facilities are consistent with legal, statutory and organizational health & safety requirements.
• Ensure that the Department provides the necessary ancillary services throughout the COMPANY (transportation, courier, relocation, registry, concierge services).
• Ensure that the Department provides the necessary support to all other Business Units and Departments in the provision of support services (such as, assist Procurement in the preparation of Scope of Works, Requests for Proposal; assist Corporate Projects Manager with preparation of Scope of Works and execution of Works, Logistics, Conduct Inspections, Liaise with Contractors; assist Corporate Communications Department with ad hoc requests to ensure success of their events, Printing Services e.t.c.).
• Provide support for the BCM implementation and play lead role as Damage Assessment Team Lead.
• Actively monitor, collaborate and coordinate with Facilities Management (FM) provider(s) to ensure adherence to contractual obligations and accomplishment of KPI’s.
• Conduct site visits, inspections and liaise with contractors.
• Ensure the implementation of the plans for new and expected office facilities and equipment in compliance with specifications of legal requirements and other regulatory authorities.
• Oversee the operations of the Printing Unit.
• Respond to Audit queries and seek to resolve Audit Findings relative to Health & Welfare issues.
• Supervise the performance of direct and trouble reports.
• Prepare budgets and relevant reports.
• Authorise the use of the Board’s vehicles that are assigned to the Facilities Department.
• Monitor the maintenance of all the Company’s vehicles.
• Ensure the provision of hospitality services.

Security

• Plan, co-ordinate and direct security related activities such as: physical property; monitoring systems response; monitor personnel working in high risk areas; and collaborate with the Health and Safety Department in the investigation of incidents/accidents.
• Develop and implement security procedures and standing orders in compliance with Company’s policies and procedures and applicable legislation.
• Manage the execution of the Cash in Transit (C.I.T) Schedule.
• Manage the implementation and use of surveillance system.
• Manage, monitor and evaluate all security services.
• Review and evaluate reports prepared by security contractors in respect of investigations including criminal activities.
• Remedy conditions that pose an imminent risk to life, health, equipment or facilities.
• Develop approaches to safety and loss prevention based on reports of incidents, accidents, and other relevant information.
• Disseminate information to Department Heads and other staff regarding emergency preparedness and related information.
• Ensure that Staff are issued with relevant Employee ID and Access Passes to work locations.
• Support and consult with Business Units, Department Heads, Service Centres' Managers in enforcing Security and Safety regulations.
• Maintains fire protection systems and equipment.
• Measure and evaluate effectiveness of the Security and Safety programme.
• Perform other related duties when necessary.

Investment Properties

• Plan, Organize And Direct Activities Relevant To Maintenance And Repairs, Processing Of Tenancy Applications And Lease Agreements, Rent Collections And Any Other Related Activities.
• Conduct General Building Inspections And Liaise With Contractors.

Administration

• Prepare monthly, annual and ad hoc reports on behalf of the department.
• Improve efficiencies through restructuring the department and develop new departmental structure.
• Conduct employee performance evaluations and provide opportunities for staff development.
• Approve payment requisitions and cash payment vouchers for contracted services and ad hoc requests
• Set clearly defined targets for the department, consistent with the overall targets of the business unit.
• Review, update and develop policies.

Job Requirements:

• Bachelor’s Degree in Facilities Management, Facilities Engineering or related qualification
• Post Graduate Diploma in Facilities Management or Security Administration would be considered as an asset
• Master’s Degree in Business Administration or any of the Social Sciences would be considered as an asset.
• A minimum of ten (10) years’ experience in field of Facilities Management
• A minimum of Five 5) years’ managerial experience
• Any equivalent combination of education and experience.

Knowledge/Skills and Abilities:

• Business Administration - Knowledge of how to manage all or part of an organization by developing strategies, planning, allocating resources (human, financial, material, intellectual or intangible), controlling procedures and evaluating outcomes.
• Inspecting equipment - Knowledge of how to inspect equipment to look for potential dangers and to ensure that they are running efficiently.
• Financial Planning - Determining how to spend money to best accomplish work goals, as well as keep track of spending should the need to explain expenses arise
• Transport - Knowledge regarding the field of transportation - expertise regarding the principles and methods for transporting people and goods. Knowledge of how to manage all or part of an organization by developing strategies, planning, allocating resources (human, financial, material, intellectual or intangible), controlling procedures and evaluating outcomes.
• Planning - Extent to which one is able to make arrangements, foresee potential problems and come up with alternate plans, as well as ensure the actual event goes as anticipated.
• Training - Extent to which one is able to effectively and efficiently transfer knowledge to others.
• Interviewing - Skills related to asking pointed and structured questions that are intended to help gather important information.
• Equipment Selection - Determining the kind of tools and equipment needed to do a job
• Management of Material Resources - Capacity to obtain appropriate equipment, make sure it is being used correctly, and ensure that the necessary facilities and materials are provided.
• Multi-tasking - Ability to perform several tasks at once or to shift from one activity to another quickly and efficiently.
• Prioritizing - Degree to which one can choose the most pressing task from among several in order to ensure that the most important work is accomplished.