Facilities Specialist Jobs

JOB PURPOSE

The purpose of this role is to provide administrative support, coordinate repairs and maintenance tasks, and manage facilities services. This ensures a clean, safe, hygienic, and sustainable working environment in all AGSA offices.

KEY PERFORMANCE AREAS

• Strategic function
• Participate in implementing the Balanced Scorecard initiatives within the business unit
• Product Management
• Building management administration
• Manage soft services such as hygiene, pest control, indoor plants, catering, waste management, and cleaning to provide a healthy, safe, and clean environment
• Conduct building inspections and spot checks
• Supervise cleaning and hospitality staff to ensure quality service
• Schedule planned building activities like carpet cleaning, pest control, deep cleaning, window cleaning, and upholstery cleaning
• Assist in scheduling maintenance work for air-conditioning, electrical systems, generators, UPS, plumbing, and other services
• Order, issue, and control stock of cleaning, hygiene, and refreshment supplies
• Insights
• Draft business cases and modification requests
• Draft scopes of work for service contracts and various goods and services
• Draft facilities project plans
• Draft centre reports
• Draft legal assistance requests
• Prepare memos, modification requests, and other correspondence
• Communicate with stakeholders through email updates

Stakeholder Management

• Respond to stakeholder or customer requests
• Communicate with clients and update them on progress
• Ensure high-quality, practical, and cost-effective stakeholder engagements
• Liaise with AGSA business units on all levels to understand their needs
• Liaise with service providers monthly to ensure quality service and continuous improvement
• Assess the impact of requirements on existing accommodation service level agreements
• Communicate building maintenance and repair plans to clients
• Develop reports to manage stakeholder relations effectively
• Update clients on building maintenance progress
• Participate in the finance stakeholder plan
• Deliver quality services to meet service levels
• Support initiatives for the organizational value ‘We care for each other’ and other culture goals

People Management

• Manage your own development and performance according to the competency plan, training plan, and performance contract
• Follow necessary training regulations, policies, and initiatives
• Participate in the business unit’s transformation, culture, diversity, and employment equity initiatives

Financial Management

• Comply with AGSA policies and procedures
• Follow internal processes and procedures
• Manage supply chain processes within your scope of work
• Provide information on payments to suppliers and service providers
• Use finances economically, efficiently, and effectively when procuring for AGSA
• Execute your tasks economically, efficiently, and effectively
• Schedule building activities in logical steps and within budget to meet deadlines
• Ensure timely payments to service providers and suppliers
• Submit monthly reports on service contracts
• Comply with Broad-Based Black Economic Empowerment (BBBEE) requirements

Other Responsibilities

• Perform or manage other projects, tasks, and assignments as delegated by the manager

SKILLS, EXPERIENCE & EDUCATION

General Requirements

• Formal Education: A minimum NQF Level 6 qualification in Property Management, Facilities Administration, or a related field

Experience

• 3 to 5 years’ experience in a Facilities Administration environment

BEHAVIOURAL COMPETENCIES

Emotional Maturity

• Lead an environment that promotes respect, empathy, compassion, and care for others
• Create an environment that anticipates and resolves conflicts between stakeholders
• Show awareness of emotional complexities in public settings
• Provide direction and maintain effectiveness during crises or changes
• Demonstrate compassionate leadership

Empowerment

• Drive and articulate the organizational vision clearly to provide strategic direction
• Create a sense of freedom to act, common worth, and desire to contribute
• Inspire, motivate, and empower staff for growth and leadership opportunities
• Build a culture of teamwork, recognition, and confidence in capabilities

Diversity and Inclusion

• Drive a culture that respects diversity, inclusion, gender equality, and cultural sensitivity
• Model understanding and respect for diversity to improve organizational effectiveness
• Build synergy from diversity for better results
• Act as a catalyst for transformation by providing resources and removing obstacles
• Create a culture where diversity improves products and services

Integrity

• Drive a culture of high integrity by promoting AGSA values and holding staff accountable
• Show uncompromising integrity and commitment to AGSA values and code of conduct
• Identify conflicts of interest and avoid inappropriate involvement
• Resist undue political or personal pressure
• Challenge malpractices like corruption and address unethical behavior openly

Authenticity

• Drive authentic leadership and create psychological safety
• Show high self-awareness and consistent, transparent behavior
• Encourage acceptance of individuality while achieving goals
• Provide feedback that inspires positive change
• Live AGSA’s vision, purpose, and values, eliminating personal agendas

Performance Excellence

• Drive a culture of quality and efficiency with appropriate tools and practices
• Monitor efforts, remove barriers, and allocate resources for goals
• Set challenging goals aligned with demands and opportunities
• Ensure fair, transparent performance appraisals
• Promote dialogue on excellence and encourage striving for it

Innovation and Continuous Improvement

• Create a safe environment for new ideas
• Turn creative ideas into strategic plans
• Seek innovative solutions for long-term objectives
• Inspire breakthrough ideas and fresh perspectives
• Break from convention when needed for client needs
• Facilitate idea generation through networking

Accountability

• Drive a culture of accountability with appropriate tools and practices
• Create an environment that facilitates liability at all levels
• Evaluate opportunities and threats proactively
• Take personal ownership of commitments
• Act as a role model for standards

Courageous and Ethical Leadership

• Drive a culture of fairness, consistency, and ethics to build trust
• Show courage in the face of opposition with ethical conviction
• Demonstrate commitment to the mandate despite hostility
• Recognize and reward ethical behavior
• Ensure the organization meets its reputational standards

TECHNICAL COMPETENCIES

• Computer literacy
• Attention to detail
• Customer service
• Problem solving
• Oral communication