Facilities Supervisor

To manage and coordinate facility operations and services at the School or Campus which serves as the home base. The key responsibilities include:

• Oversees the daily facility services and coordination of operations at the facility, both insourced and outsourced.
• Holistic site maintenance and management to the desired standards of excellence.
• Provision of financial input for budgeting purpose.
• Solution driven toward facility-specific issues.
• Achieves KPA’s outlined specific to each facility.
• Builds and maintains relationships with stakeholders.
• Reports to the Principal with regular updates to the Area Facility Manager.

Output 1 - Facilities Operational Oversight:

• Establish facility-specific KPAs/Outputs in consultation with Area Facility Manager and Principal.
• Plan and obtain the resources necessary to enable implementation of the KPAs/Outputs.
• Oversee the implementation of plans for the facilities within their area of responsibility.
• Lead the staff within the Facility towards achieving the plans.
• Measure and report on progress in accordance with defined reporting templates.
• Proactively identify performance shortcomings or risks, report these timeously and institute corrective measures.
• Arrange weekly meetings with Principals to report on facility-specific performance and exchange feedback on relevant operations and tactical matters.
• Review current operating practices and processes within the respective facilities and ensure alignment with the relevant area standards.
• Take charge of all emergencies and ensure reliable back-up is available in order to take corrective action as necessary. Emergencies also includes acts of God, plagues and pandemics.

Output 2 - Maintenance Management:

• Provide input into the preventive maintenance plans for the facility in accordance with ADvTECH’s developed standards and maintenance lifecycle plans.
• Oversee the planning and implementation of preventive maintenance, whether insourced or outsourced.
• Expedite any predicted delays specifically in preventative maintenance prescribed by Law and mitigate any health and safety risks.
• Co- ordinate the planning, scheduling and implementation of resources to assure restoration of functions within the shortest period, where unplanned maintenance is required due to failure.
• Ensure that staff have the required supervision, training, certification, health and safety understanding to perform the tasks required of them, where maintenance is performed by ADvTECH personnel.
• Coordinate the maintenance and servicing of the generator in line with the manufacturer’s specification. Test start per month. Keep a log book to record services, refuelling, test starts. Ensure that refuelling is done in line with minimum diesel levels.
• Ensure that all furniture and equipment is clean and in a usable and good condition.
• Classrooms, offices, walkways, ablution blocks must be cleaned daily.
• All equipment must be maintained.
• School premises to be neat and tidy at all times.
• Liaise with the principal and sports coordinators to ensure that the setup for events are done within the required time lines as well as the required dismantling following the event completion.
• Weekly inspection of buildings, identification of maintenance issues, arrangement of repairs and replacements accordingly.
• Carry out or Oversee? repairs to fixtures and fittings, plumbing, electrical, any paint disrepair, glass panes, roof tiles / sheeting, gutters, waterproofing, paving and driveways, gates and fences when and where required, these repairs to be executed by a reputable specialist.
• Will be able to perform basic fault finding on electrical installation, have basic knowledge on HVAC systems, be familiar with the use of tools and power tools.
• Inspect ablution blocks on a daily basis to ensure that it is always clean, hygiene equipment is in working order and filled with consumables, taps are working, toilets are functioning and that there are no leaks.
• Log all maintenance requests on the Fresh Service maintenance portal, execute tasks logged within the required time frame. Provide feedback and close tickets once tasks have been completed.
• Monitor water consumption by using the Aquaffection platform on a daily basis. Identify and report all leaks on the water pipes to Aquaffection.
• Monitor electrical consumption by using Tsebo electrical platform to view consumption data. Ensure all non essential lights and other electrical equipment are switched off at night. Implement manual shutdown procedures.

Output 3 - Service Provider oversight (Outsourced and contracted):

• Provide input into national/regional service specifications for those services to be outsourced.
• Facilitate and support procurement and contracting of new providers and transitioning/exit of existing providers.
• Manage outsourced service providers, providing Security, Cleaning, Hygiene and Landscaping services.
• Familiarise yourself with Security, Cleaning, Hygiene and Landscaping SLAs.
• Periodic Security risk assessments must be done by the security service provider and SOP amened accordingly to ensure all security risks are mitigated.
• Monitor and measure Service Provider performance against contracted Service Level Agreements and reactively/proactively intervene to assure achievement of SLAs.
• Arrange combined monthly meetings with principal, AFM and area managers of all contracted service providers.
• Attend monthly on-site meeting with service providers to rate service delivered against SLA.
• Log out-of-scope requests on the service provider’s service desk.
• Understand the service providers billing structure and verify the agreed cost against the monthly billing.
• Monitor cleaning and hygiene consumable stock levels and place orders when quantities reach minimum levels. Verify stock deliveries against orders. Sign for all delivered consumables. Be familiar with consumables included in the contract and ensure that these are delivered monthly and timeously. Ensure that all other services included in the contract are executed in line with SLA.
• Meet with Service Providers on a routine basis for proactive contract management and discuss the following agenda items as a standard.
  • Resource matters pertaining to staff such as attendance, discipline, presentability; and equipment.
  • Service standard matters such as compliance with schedules and quality.
  • Future planned events requiring extra-ordinary services.
  • Open service requests and status of completion.
  • School organisational changes affecting the service providers such as new procedures.
  • Recurring and ad-hoc historic, current and projected costs are aligned with contract and budget.
  • Health and Safety compliance and issues.
• Ensure maintenance and roadworthiness of vehicles, coordinate outings and log all trips.

Output 4 - Financial Management:

• Provide input to the annual budgeting process for the Area and facility specific budgets. Perform the following as a minimum standard:
  • Identify aspects that were under-maintained or not adequately addressed because of budget limitations in current period.
  • Identify new requirements such as additional facilities/assets and assets out of warranty.
• Provide input to the five-year maintenance refurbishment and replacement budgets. Draft annual preventative maintenance budget in line with the preventative maintenance plan.
• Report on performance against budget, project future cost versus budget and advise on corrective measures where the projections are exceeding the budgets, also include savings on the utilities.

Output 5 - Stakeholder management (Principals, Financial Administrators etc.):

• Arrange monthly Facility/ Site specific meetings with Principals and other stakeholders.
• Report to Facility/ Site Management daily on all operations affecting the educational outputs.
• Manage relationships with the relevant stakeholders on site ensuring that their needs are responded to and met timeously.
• Familiarise yourself with the procurement processes, specifically uploading of new vendors.

• Determine human resource requirements and ensure that the Facility employs candidates fit for purpose and in keeping with the facilities standards.
• Ensure identification of critical skills essential for sustainability of service delivery and succession plans for the facility.
• Oversee the development of the training and development plan for the facility.
• Lead and supervise the Facilities staff on site in the achievement of the set objectives, targets and deliverables.
• Provide feedback and coaching to direct reports to ensure optimal productivity and to foster growth, on an ongoing basis.
• Drive performance management across the Facilities team.
• Develop capability within the team to ensure continuity and build appropriate succession plans.

Output 7: Health, Safety and Environment:

• Where assigned, maintain the campus health and safety files as per the ADvTECH Health and Safety Policy and Procedure.
• Perform routine health and safety inspections, record and report findings, and act on non-compliant or unsafe conditions.
• Attend and participate in Health and Safety meetings.
• Where assigned, coordinate or participate in routine fire, evacuation and other drills, and further report on any improvements required.

Output 8: Hiring of premises and event management:

• Manage set up & strike down for all events.
• Coordinating will all relevant external service providers and staff involved to set up for events as needed.
• Manage facilities rental

• Execution, including planning, coordination and implementation/execution.
• Customer orientation – verbal and written communication.
• Decision making.
• Problem Solving.
• Leadership (incl. Capacity Building, Performance Leadership and Interpersonal Effectiveness).
• General repairs, pro active maintenance approach
• Physical skills like movement, coordination and dexterity

2. Behavioural Attributes:

• Objective / Fair.
• Ability to handle pressure.
• Solution driven.
• Ability to multi-task.