Job Available

Operations Support Kimberley
Kimberley
Permanent
Description of Duties
New Building intake: Familiarise yourself with the contractors, Development teams, admin teams. Have emergency numbers/contacts. Have suppliers' details. Ensure that the building is ready for take on. Snag list - ongoing. Create work orders for snags on MyBuilding platform Ensure all building plans are handed over and copies on site COC's & OC on hand over. Ensure you have copies on site Familiarise yourself with the tendering process with the PSM Contractors Guarantees/Warranties, First year maintenance plans - ensure you are familiar with all detail Keep Asset register (load onto MyBuildings) and Breakage schedules updated. Key register on handover Assist with any additional requirement as per PSM. Manage MyBuilding checklist Student take in process: Inspect the building - all technical aspects. Assist RM/PSM/HM with any maintenance issues. Check all compliance documents with PSM and update. Check all OHS compliance. Assist Admin staff with take in if all other duties has been fulfilled and finalized Administration of portfolio: Professionally and effectively, and in accordance with specific policies and procedures, administer and manage portfolio in respect of: Processing and filing of pertinent correspondence, documentation, drawings, task briefs, reports, etc. Processing of internal & external written and telephonic communications. Formulation of monthly Technical Services reports, task briefs and expenditure applications. Effectively utilize, control computer software programs essential for the professional management of building assets, repairs, and maintenance operating costs Professional and efficient utilization of internal & external human resources by Evaluation and recommendations in respect of Approved Contractors list - In Conjunction with PSM Attendance and full participation in the following: Property Management meetings Service Provider liaison meetings Internal and external training courses & seminars Services Management Meetings Professional and efficient application of human resource and industrial relations procedures and principles (Labour Relations Act). Implementation and utilization of the company's Policies and Procedures, Technical Specifications and Terms and Conditions of Contract documentation Procurement - implement and manage the procurement process in line with national process Co-Co-ordinate and manage the auditing process Assist PSM in submission of tenders when required Assist PSM to compile and submit proposals when required Assist PSM control and manage documentation that must be in place at handover/upgrades of the building Manage, document, and record all electrical compliance Certificates for the building and file all original certificates To ensure that major expenses are affected as per budgeted date to avoid variances and to keep working budgets up to date General correspondence to keep the onsite team, the regional team and students informed of work to be affected To ensure that contracted services and work are affected as per service agreement Provide Asset Managers, senior Property, Regional and Asset managers with related reports when required Attend monthly Portfolio meetings with GM and Asset Managers as to report on variations Assist Property Services Manager and Building Staff with day-to-day Technical Issues and maintenance, related problems experience at the building To comply with the Company Procurement Policy and other policies To assist the PSM with services contract audits on an annual basis or as required or requested To assist the PSM in the compilation of expense schedules, ops cost schedules, and national rates Assist the PROPERTY Manager and PSM with professional, efficient and accurate formulation. Financial budgeting and Cost control: Assist the PROPERTY Manager and PSM with professional, efficient and accurate formulation, management and control of financial budgets and budget expenditure in accordance with Policies & Procedures in respect of; Annual building asset Repairs & Maintenance budgets (zero based). Annual evaluation and updating of planned maintenance budgets. Planning, controlling and management of approved budgets in respect of: Repairs & maintenance budget and expenditures, in conjunction with PSM Planned maintenance budgets, in conjunction with PSM Facilities Management cost allocation, recovery, and budgeting, in conjunction with PSM. Accurate evaluation & adjudication of Tenders/Quotations, in conjunction with PSM. Adherence to the Application of Expenditure & Authority Limits Procedures and Policies. Technical support and service: The provision of competent Technical Services support to all Customers in respect of: Attendance at the required Letting, Investment, Development, Financial & Technical meetings. Daily and timeous liaison and feedback to all team members (onsite and regional team) in respect of deficiencies, scope of work, service requests, plant performance, etc. Maintenance of building assets: The provision of competent Services support to all external customers and service Providers in respect of: Effective and timeous liaison with SLO and RM to communicate to students & follow-up action. Effective compilation of vendor applications and required documents. Effective & timeous liaison with Service Providers to ensure, on and off-site, query resolution and the rendering of the best service. Fair and equitable utilisation of Service Providers in terms of the company's Policies and Procedures. Effective liaison with local authorities, government departments and applicable University departments on and off-site In accordance with each building asset's official investment strategy and the company's minimum benchmarks, maintain buildings efficiently, effectively, and financially optimally in respect of: All mechanical, plant, machinery, and equipment All HT and LT electrical reticulation & related equipment and machinery. All aspects of civil & structural elements of the building asset fabric. All electronic security access & fire control systems and associated plant, machinery, and equipment. All garden reticulation equipment & associated plant and machinery All lifting equipment, lifts, escalators & passenger conveyors and associated electrical reticulation, plant, machinery, and equipment. Conduct annual building condition audits. Carry out building due diligence survey Year end: Year-end Inspections - All Technical - Add to MyBuildings. Complete Snag list - follow up with contractors. Closing of outstanding work orders on MyBuildings. Oversee and arrange - shutdown of gas, electricity, generators, water etc. if required
Qualifications
Grade 12 (Matric) plus Relevant Diploma or Degree in Property Studies. A minimum of 1-3 years' Property experience. Experience on Excel will be advantageous. Strong Proficiency in relevant computer packages (MS Office) and software packages. Excellent attention to detail and numerate accuracy.
Salary
R20000+
Consultant
Juanita Callis
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