Facility Manager

Company Description
At Red Bull, our Facilities team work seamlessly to ensure top-tier operations across all our offices. We manage proactive maintenance, deliver exceptional service, and foster strong vendor relationships to optimize costs and quality.
Our Front of House team guarantee an outstanding experience for every guest, while rigorous HSE practices ensure compliance and safety at every level. From flawless call management and timely consumable deliveries to comprehensive audits and emergency support, we create an efficient, welcoming, and safe environment that embodies our brand's excellence. Reporting to the Procurement Manager, the Facility Manager will ensure the efficient and effective management of our 5 offices with 100% professional service delivery and execution.
Job Description
PROCUREMENT/VENDORS:

Timely Service Delivery: Ensure prompt delivery of services and consumables at agreed prices, including any free stock, maintaining full transparency in transactions as per agreements.
Cost Optimization: Identify and execute cost-saving and reduction opportunities with service providers.
Vendor Setup: Manage the onboarding process for new office/facility vendors, ensuring all necessary documents are in order and completing purchase requisitions, including arrangements with the Cape Town office landlord.
Procurement Projects: Assist the Procurement Manager with projects, including sourcing suppliers, obtaining quotes, and ordering products.
Supplier Engagement: Establish valuable interactions with potential new suppliers to foster working relationships and explore new business ventures.
Courier Invoicing: Consolidate all courier invoices to ensure accurate cost allocations.
Budget Management: Provide monthly updates on running costs versus budget and BI reporting, including cost accruals and setting proposed budgets when required.

FACILITIES:

Service Excellence: Maintain a high level of service across all company properties, overseeing the implementation and management of all hard and soft FM services.
Space Optimization: Ensure office spaces are utilized optimally, discussing any changes with relevant stakeholders.
Vendor Management: Source, select, and implement new Facilities/Building suppliers. Manage relationships and performance for suppliers.
Consumables Approval: Approve administrative office consumables for all regions.
Maintenance Management: Manage and resolve all office maintenance issues and snags.
Policy Compliance: Ensure all Office Policies & Protocols are current, adhered to, published, and presented during new staff onboarding.
Cleaning Oversight: Manage on-site cleaning team and cleaning suppliers across regions.
Consumables Delivery: Ensure monthly delivery of office consumables and 100% contract compliance.
Service Provider Relations: Manage service provider relationships, facilitate monthly meetings and performance ratings.
Facility Changes: Assist with major facility changes (renovations, closures, moves) to ensure seamless transitions.
Supplier Quotes: Source quotes for new and alternative facility suppliers as required.
Invoice Management: Ensure supplier invoices are submitted and approved monthly and follow up on outstanding invoices or provide accruals.
Credit Management: Manage credit/accounts for office-related consumables.
Brand Alignment: Ensure office branding is consistent with company standards.
New Installations: Oversee new office installations and related projects.
Operational Insights: Share valuable information regarding daily operations when required.
Deep Cleans & Pest Control: Instruct Front of House team to arrange monthly deep cleans and pest control according to contracts.
Food & Beverage Orders: Manage office orders for food and beverages aligned with stock levels and the monthly office budget.
Security Management: Ensure office security is compliant with regulations, log any issues, and manage the alarm system.
Tenant Meetings: Attend Landlord tenant update meetings.
Utility Reporting: Compile monthly water and electricity usage reports by region, noting any anomalies.
Stock Orders: Manage monthly stock orders for staff and offices, ensuring budget alignment.
CCF Coordination: Coordinate quarterly CCF submissions, communicate with the business, follow up, and liaise with the consultant.
Emergency Support: Handle office maintenance, emergency call support, and site attendance as needed. Manage emergency/planned maintenance and repairs, conducting weekly "walk arounds" to highlight and report issues.
Cost Reporting: Reconcile and report all office monthly costs.

FRONT OF HOUSE TEAM:

Team Management: Oversee Front of House team across all regions, approving leave, assisting with requests, and ensuring targets are met. Conduct quarterly performance reviews.
Call Process Compliance: Ensure 100% adherence to the Perfect Call Process.
Training: Facilitate training for new Front of House team members as needed.
Relief Service: Provide break/lunch relief for the Cape Town office.
Handbook Updates: Collate and facilitate updates to Front of House team Handbooks and SOPs.
Data Management: Ensure all administrative data shared by Front of House team is current and updated, such as the internal contact list.
Purchasing Approval: Approve the purchase of stationery and office consumables within the office budget.
Access Management: Oversee accurate record-keeping of parking/access cards for CPT team, managing on/off boarding.
Brand Experience: Guarantee an excellent brand experience for all guests.
Courier Management: Manage all incoming and outgoing couriers.
New Joiner Resources: Oversee that all new joiner stationery resources (email signatures, business cards, etc.) are functional and available.

HSE (Health, Safety, and Environment):

Defect Resolution: Oversee the resolution of all defective HSE elements (e.g., posters in line with OHS Act) in the offices on a monthly basis.
Data Collation: Collect and report on all national HSE data received from regional Front of House team.
Consumables Management: Ensure HSE consumables (e.g., first aid kits) are always fully stocked nationwide.
Quarterly Audits: Assist with quarterly audits of regional office facilities (e.g., fire extinguishers, fire inspections).
Compliance Approval: Approve all HSE elements needed to ensure 100% compliance in national office spaces and update the HSE policy annually.
Vendor Files: Ensure health and safety files for all vendors are current, updated, and properly filed in the offices.
Preventative Maintenance: Ensure the preventative maintenance plan and environmental reports are completed monthly (inspection sheets/checklists).
Certification Management: Obtain fire and electrical Certificates of Compliance (COCs) for offices as required.
Earth Leakage Tests: Ensure annual earth leakage tests are conducted and all DB boards have a lockout system.
Meeting Participation: Attend quarterly HSE meetings and take minutes.
Regulatory Support: Support all Health & Safety and Regulatory initiatives, including those related to pandemics.
SHE Rep Coordination: Coordinate SHE Rep checklist reviews and quarterly meetings with regional SHE Reps across all locations.

Statutory Compliance: Ensure all statutory regulations on fire safety, first aid, and the Health & Safety at Work Act are in place and managed according to specific schedules.
Qualifications

Proficiency in MS office (experience email tools, spreadsheets and databases).
Time management skills and ability to multi-task and prioritize work, attention to details and problem solving.
Strong written and verbal communication skills.
Strong organizational and planning skills in a fast-paced environment.
A creative mind with ability to suggest improvements and implement.
Customer service orientated, organizational skills.
Budgets and reconciliations.
Matric/Grade 12, driver's license code 08.
2 years previous experience in front of house and office administration/office management, manage staff.
Accounting and business administration, BA in business administration and management would be advantageous.

Additional Information
This job description is not exhaustive of the potential duties that the successful applicant will be required to perform, and is provided solely to assist potential job applicants in determining their suitability for the role and to apply for the job. It is not an offer of employment and Red Bull is under no obligation to hire an applicant who submits an application.

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