Manage and be responsible for service delivery and budget outputs of the project operations, teams and sub-contractors.
Implement tactical strategies and control mechanisms to achieve the contract objectives, increasing efficiency and minimising the risk of loss and noncompliance which may impact on company profits. Initiate projects to improve efficiency and reduce operating costs and promote workplace efficiency along with profitability.
Key Accountabilities/ Principal Responsibilities
Operational Management
Oversee and manage the contract portfolio service delivery and budgets of all services.
Responsible for managing and implementing new project works.
Responsible for delivering the project to achieve the elements of the contract within budget, to agreed project and contract specifications and scope of works, statutory requirements, customer satisfaction, and promoting AFMS group performance and reputation with the Client.
Act as the consultant expert on the contract, providing direction and expertise for technical services and soft services by promoting company strategies and best business practices to ensure a culture that focuses on business development, relationship building, client retention and service excellence.
Ensure all staff are fully conversant with governing standards and compliance with the requirements. (Company and project) and exercise rigorous oversight.
Management of sub-contractors SLA performances, contract negotiations and appointments and ensuring high-quality services and cost-effective solutions.
Oversight Management of PPM schedules to ensure they are being maintained according to planned services.
Monitor and analyse key performances of the contract to identify areas for improvement, ensure service levels are met, any non-conformances addressed, and corrective actions are implemented.
Make recommendation and keep up to date with Technology advancement relative to the management of the facilities.
Ensure compliance to statutory requirements on both technical and soft services.
Lead project meetings and monthly SLA contract meetings with main clients and KAM and ensure affective reporting.
Create, implement and oversee the management of procedures and / or work instructions for new services.
Oversee rollouts of new services and sites.
Management and support development of specifications for procurement contracts with vendors / contractors for the requisition of supplies, materials and inventory maintenance.
Staff Management
Demonstrate and manage a common purpose across the operational management team, that enhances the effectiveness of performance, by building employee capacity through knowledge, skills and experience gained.
Define objectives, clarify roles and responsibilities and implement performance standards and encourage cohesion between staff, subcontractors, and site-based client.
Conduct regular meetings with Facilities Managers to ensure compliance in reaching business objectives and adherence to SLA requirements.
Ensure teams are kept up to date of company initiatives, changes, and any new policies etc.
Ensure all staff are committed to the organisational goals and outputs are enhance in line with performance management principals.
Mentor and provide guidance to behavioural competencies, fostering a culture of teamwork and continuous improvement.
Oversee, manage, and implement the training plan and ensure development strategies are accomplished timeously and cost effectively.
Oversee and provide advice, guidance and support to Facilities Managers to enhance development and create learning opportunities to improve performance.
Oversee the management of staff recruitment and induction training is in line with quality requirements and budgets. Minimising temp staff and additional labour costs.
Ensure staff adherence and full compliance to all AFMS Human Resource and Labour Relations policies in line with legislation and codes of good practice.
Manage the Labour relations input and output requirements from an operational perspective and oversee the management all disciplinary related matters for staff.
Manage and oversee all HR functions within your teams are executed accurately and timeously.
Manage and oversee implementation and adherence to Company policies, protocols and procedures across all facilities.
Financial
Responsible for managing the financial component of the contract applying a proactive approach to reducing cost and improving services. Accountable for P&L profitability.
Ensure cost containment through control are in place strictly adhered to.
Oversee spreadsheets and ensure all jobs are properly quoted for, PO raised and invoiced timely.
Oversee all invoices are submitted to the finance department and match expenditure to all WO and relevant PO’s.
Manage compliance with business processes for submitting monthly billing ensuring closing all billing timeously.
Oversee procurement processes, timetables and approval of Purchase Orders within LOA.
Approval of payroll and timesheets.
Submit monthly invoices for services on time to client and be accountable for aged debt. Ensure AR is always up to date and within agreed contract timeframes.
Client Management
Develop and foster a successful and effective partnership with the Client in a manner that achieves and supports the objectives of the contract for both parties to maintain existing business, and identify value added opportunities.
Prepare client monthly meeting reports and schedules. Accountable for contract performances scores.
Make proposals or presentations to the Client through proactively managing service excellence.
Maintain and develop strong relationships with all other stakeholders to secure the necessary support for the efficient performance for hard and soft service operational services.
Develop, implement and maintain best practice for client services.
Represent AFMS when meeting with the customer, stakeholders, and end user, in order to enhance the company reputation and foster a partnership approach to the relationship throughout the contract.
Lead customer service excellence and continuous improvement culture, so that the business remains at the leading edge of service delivery and value.
Risk Management
Create an environment of risk awareness and promote risk reduction for the Company and the Client (internal process, reputational, communication, and financially).
Ensure compliance to statutory requirements on both technical and soft services.
Ensure all staff maintain confidentiality of privileged information relating to Company and Client.
Ensure staff adherence to the client house rules.
Ensure all stuff understand the need to identify potential problems before they occur so that risk-handling activities may be planned and invoked.
Prepare Monthly risk registers as part of reporting.
Health and Safety Compliance
Ensure compliance to all Health and Safety Standards.
Ensuring that Health and safety maintenance is carried out.
Ensuring all operating activities and equipment are safety compliant at all times.
Ensure all teams are trained to meet with compliance.
Ensure all risk assessments and safe methods of work are fit for purpose and in place.
Implement Contractor Health and Safety Management processes with staff and sub-contractors. (Management guideline attached).
Risk assesses new tasks and communicate effectively with OHS to ensure safety and compliance.
Quality
Implementation of the quality management system and continually improving its effectiveness.
Ensuring statutory and regulatory compliance.
Ensuring the quality objectives are met.
Conducting management reviews.
Oversee team and work quality-Carry out job observations – Quality assurance on OHSE, QMS and daily operational activities.
Quality Management ISO9001 compliance.
It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.
Prescribed procedures may be amended by management as and when required
Key Skills and Experience
Min Grade 12 or Matric Equivalent
ND or B Tech or equivalent qualification in either Electrical or Mechanical Engineering an advantage
Min 5-8 years previous Facilities Management experience in a technical/engineering environment with proven track record in managing a large and complex portfolio
Ability to ensure successful service delivery and avoidance of penalties
In depth knowledge of Facilities Management Skills
Sound knowledge of OHSA and Environmental legislative Act, Building regulations, and applicable Labour Relations Acts
Must be computer literate in MSOffice suite
Must have own Transport
Willing and flexible to work extended hours and/or outside of normal working hours where required.
Knowledge of budgets and P&Ls
Experience in contract management
People and Management Skills
Strong leadership qualities and a confident decision maker
Ability to anticipate, plan, monitor progress and adjust as needed.
Possesses the drive to oversee and take ownership of the activities of the contract.
Problem-solving skills in order to create strategies that will minimize risk
Excellent customer relationship skills
Good presentation and excellent interpersonal skills in working with multicultural teams across all levels
Highly effective communication skills in both written and verbal form
Committed to professional ethical standards
Ability to develop pricing and budgets
Able to prioritise conflicting demands
Key Result Areas
Understand role of reporting to the business and client.
Understand role of managing staff to closely ensure output is aligned with business requirements
Understand interworking with various teams to ensure client financial compliances
Understanding that feedback and communication is critical to success
Understanding quality and service delivery
Additional responsibilities and skills
The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels.
As a proudly South African brand, AFMS Group (Pty) Ltd will consider our commitment to transformation and employment equity goals for this position.
For information on AFMS Group, including more information on our company culture, visit our website at
Please note, relocation costs will not apply
If you don’t hear from us in 14 days, consider your application unsuccessful.
Applications to be addressed to: Alisha Singh :
Closing Date for applications: Thursday, 25 January 2024 by 16h00
EE Requirements: AM/ AF
