Operation Support

• Familiarise yourself with the contractors Development teams admin teams.
  
• Have emergency numbers/contacts.
  
• Have suppliers details.
  
• Ensure that the building is ready for takeon.
  
• Snag list ongoing.
  
• Create work orders for snags on MyBuilding platform.
  
• Ensure all building plans are handed over and copies on site.
  
• COCs & 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 details.
  
• Keep Asset register (load onto My Buildings) and Breakage schedules updated.
  
• Key register on handover.
  
• Assist with any additional requirement as per PSM.
  
• Manage My Building checklist
  

• 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 takein if all other duties have been fulfilled and finalized.
  

• 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 Policies and Procedures Technical Specifications and Terms and Conditions of Contract documentation.
  
• Procurement implement and manage the procurement process in line with the national process.
  
• Coordinate 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 daytoday Technical Issues and maintenance related problems experienced 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 management and control of financial budgets and budget expenditure in accordance with Policies & Procedures in respect of:
  
• Annual building asset repairs & Maintenance budgets (zerobased).
  
• 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.
  

• 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.
  

• 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 & followup action.
  
• Effective compilation of vendor applications and required.
  
• In accordance with each building assets official investment strategy and minimum benchmarks maintaining buildings effectively and financial optimally in respect of:
  
• All mechanical plants machinery and equipment
  
• All HT and LT electrical reticulation and related equipment and machinery.
  
• All aspects of civil & structural elements of the building asset fabric.
  
• All electronic security access & fire control systems and associated plants machinery and equipment.
  
• All garden reticulation equipment and associated plants 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 inspections All Technical Add to my building
  
• Complete snag list follow up with contractors.
  
• Closing of outstanding work orders on my building.
  
• Oversee and arrange shutdown of gas electricity generators water etc if required.
  

Requirements

• Grade 12 (Matric) plus Relevant Diploma or Degree in Property Studies
  
• A minimum of 13 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.