Job Title

Facilities Manager

Job Title Code

Region / Site

Department

Reports To

Location (Address of Site)

Citibank (to specify country)

Salary Grade

Name of Job Holder

Employee Code

Name of Supervisor

Subordinates

None

Comments (Anything you would like to add about this position in terms of reporting lines etc.)

Date of Appointment

TBC

Primary Purpose of the Job (Summary in a few lines)

To provide managerial and supervisory direction and strategic planning with regard to service delivery as required in order to maximise customer satisfaction.

Level of Authority

Has the authority to execute all Key Performance Areas as stated on this form.

Education/Experience/Qualifications/Skill Requirements

Qualifications            : Minimum

• Grade
• Appropriate tertiary education, preferably in Engineering

Job related work experience (career path that should ideally be followed before attaining this position)

• 2 -5 years’ experience in Facilities; Engineering environment; Property or Project Management or equivalent knowledge and skills.
• Good understanding and experience of Safety, Health, Environment & Quality (SHEQ).
• Good financial and business acumen.
• Working knowledge of equipment, materials and supplies used in facilities management.

Job related work experience (career path that should ideally be followed before attaining this position)

• Good understanding of SLA’s and Management contracts.
• Operational experience at a managerial level.
• Knowledge of LRA and managing labour relations issues.
• Valid driver’s license and own transport.
• Experience in managing technical and non-technical staff.
• Computer literacy on MS Office Packages (MS word, Excel)

Specialist Skills and Knowledge

• Excellent communication skills and relationship management skills.
• Customer service centric.
• Team and project focused.
• Strategic planning skills.
• Problem solving and analytical skills.
• Innovative.
• Financial and business acumen.
• Strong project and resource management skills.
• Conflict handling

Key Performance Areas

Objectives

Key Job Outputs

Generic Objectives

Planned maintenance schedules and document library

• Create asset register and ensure that it is kept current
• Ensure PPM tasks are in place for all equipment and that the tasks are kept relevant and up to date. Create and add equipment to maintenance plan. Schedule PPM for new equipment
• Assign PPM and reactive work orders to staff/suppliers.
• Ensure that manuals for all new items of equipment are stored in the document library. All manuals must be updated if changes are made to the equipment.
• Ensure that all “as built drawings” are kept up to date in electronic and hard copy
• Monitor help desk statistics and ensure adherence to Service Level Agreements.
• Management the regular and preventative maintenance plans and pre-approved capital projects
• Quotation negotiation with vendors, agreeing scope and submission of cost to client
• Management of sub-contractors and external service providers.
• Technical responsibility for the operational direction of outsourced resources, including quality performance, employed in the design, installation and operation of building, engineering and FM services
• Conduct technical audits

Facilities Management

• Establishes and maintains a good working relationship with the client.
• Manage the relationships with the building owners and contractors to ensure service delivery
• Manage all aspects of partner interactions with the client and TSG.

• Identify, develop, implement and review FM based solutions that clearly demonstrate added value to the client’s requirements
• Maximize and create new business opportunities within the account.
• Develop and implement best practices for client services.
• Identifies opportunities for major revenue enhancement, major cost reduction and production efficiency.
• Ensure that internal and external Service Level Agreements as defined in our Scope of Works are met
• Weekly highlights on asset management such as any major activities related to cost, control & culture. This could be some major maintenance activity, fire drills, and cost savings, water/energy saving initiatives or green initiatives etc. to be submitted regularly
• Ensure compliance to Emergency Response Plan
• List of business touch points of each Branch/FC/Floor
• Compliance to Citibank Global Facility Technology Maintenance & Operations Standards V1.1
• Manage TSG’S staff and ensure outputs are attained (where applicable)

Financial Management

• Management and control the contract budget to meet financial objectives
• Ensures continuous improvement and benchmarks services, including focus on energy saving and sustainability.
• Manage and assist in financial month-end submissions to the client.

Reporting

• Foster and develop beneficial partnerships by attending monthly review meetings.  Develop and nurture relationships with key clients and contractual service delivery requirements
• Compilation of technical and management reports as well as data for the Client and Account Lead.
• Develop and prepare all periodic progress, engineering and management reports, as required
• Track landlord service reports to know the status of the maintenance activity carried out by respective landlord

Health and Safety

• Manage and control all aspects regarding Safety, Health, Environment & Quality (SHEQ).
• Assist the client in managing safe work practices that are in line with Occupational Health and Safety Act.

Utilities and Energy

• Utility consumption data (Energy, water, fuel consumption & waste generation) details are tracked on a monthly basis.
• Energy initiatives to be identified, and present to client for approval

Lifecycle Replacement

• Maximize the life cycle of the contract by aligning the FM team with the business drivers of the client
• Ensure that corporate policies and procedures are strictly adhered to, in order to maintain the integrity of the operational activities

Procurement

• Assist with Negotiation of contracts with subcontractors.
• Identify critical spare parts and costs to be held on site.
• Identify and approve subcontractor’s site manager and support staff
• Confirm IT requirements on site for subcontractors are: Planned, programmed and provided

Management

• Proactively manage and take ownership of issues.  Seek equitable and creative solutions to problems

Site Specific Objectives

• Implement the site specific requirements as per Citi Procedures and Global Standards.

ISO 9001; 14001 & 18001 – Quality, Environmental and Health & Safety Standards

• Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures of as applicable to this position.

Ad Hoc

• Any reasonable action requested by management.

Competency Profile

The following primary competencies are required for effective job performance:

• Ability to identify, develop and apply new ideas and practices in areas of responsibility that are consistent with Drake & Scull’s strategies and which demonstrate a proactive approach to meeting the needs of the account.
• Ability to develop good internal and external networks and to gain credibility with management, staff and external parties
• Ability to provide leadership, counselling, motivation and constructive performance reviews of staff, securing their respective commitments to the department’s goals.
• Ability to handle conflict situations.
• Ability to use own initiative and to operate with no management support when required.
• Must be an extrovert and be approachable at all levels in the working environment.
• Ability to work after hours and willingness to travel.
• Ability to work under pressure.