§ Responsible for the security, maintenance, and servicing of work facilities to ensure that they meet the needs of the organisation and its employees.
§ Carry out routine daily inspections and communicate directly with decision-makers to ensure the facility operates smoothly
§ Keeps records and ensures the planned preventive maintenance (PPM) schedule is Carried out accordingly.
§ Source for, develop and maintain relationships with the vendors and negotiate vendor contracts.
§ Supervise artisans (plumbers, electricians, carpenter, etc.) to ensure prompt and cost-effective repairs for the office building and equipment
§ Ensure agreed contracts for vendors/providers for services including security, power, janitorial, landscape, local government, parking, procurement is maintained
§ Supervise and manage payments to vendors and maintain records of payments relating to all facilities activity within the office’s premises
§ Ensuring that basic facilities, such as water, power, waste are well-maintained
§ Overseeing outsourced services providers e.g., gardeners, cleaners, and security staff.
§ Managing budgets and ensuring cost-effectiveness
§ Compare costs for various services before choosing the best options for the facility
§ Provide support for Fleet Management for all vehicles
§ Allocating and managing space between buildings
§ Ensuring that facilities meet environmental, health and security standards
§ Advising on increasing energy efficiency and cost-effectiveness
§ Overseeing building projects, renovations, or refurbishments
§ Helping businesses to relocate to new offices and inspecting prospective building for leasing
§ Manage the store and ensure proper inventory management of essential items including stationeries, toiletries, and equipment.
§ Provide emergency facility support for emergency situations such as breakdown in, generators, equipment, and security.
§ Ensure that all insurance, permits, and licenses relating to the company’s assets e.g., vehicles, buildings, premises, etc. are renewed in line with given deadlines to avoid penalties and any disruption to business operations.
§ Sourcing, negotiating, and purchasing of equipment to maintain/improve the facility
§ Ensure documentation of vendor documents, bills, and other company documents
§ Keep a log of all facilities/assets capturing purchase, repairs, replacement, disposal
§ Supports the administration team with ad-hoc tasks assigned to the team by the firm
§ Provide logistical support to meetings, which includes preparation of meeting space and arrangements for catering
§ Preparing reports and making written recommendations