Manager: Facilities Management

Structural Information

Job number:                     10027766

Job title:                             Manager: Facilities Management

Job grade:                          M5

Group/ BU:                       Corporate

Division:                             Chief Property Management

Span of control:               5-10

Reports to:                        Senior Management

Core Description

Accountable for the strategic, operational, and financial management of facilities within the assigned region. The role ensures the functionality, integrity, statutory compliance, sustainability, and value preservation of all managed facilities and associated assets. This position oversees the delivery of integrated facilities management services, ensures service provider performance, optimises operating costs, enforces governance standards, and maintains strong relationships with internal clients, tenants, landlords, and external partners.

Job Responsibilities

1. Facilities Operations Management
Oversee the full spectrum of facilities operations, ensuring assets remain functional, safe, and compliant.
Develop, manage, and optimise planned preventive maintenance (PPM) schedules and reactive maintenance interventions.
Monitor asset lifecycles and advise on replacements, refurbishments, and capital improvements.
Ensure adequate availability of critical spares, tools, and FM supplies.

2. Service Provider & Contract Management
Lead the performance management of all outsourced service providers in line with contractual obligations and SLAs.
Conduct regular contract reviews, performance evaluations, and compliance audits.
Implement corrective action plans to address underperformance or non-compliance.
Ensure contracts deliver value-for-money and contribute to cost efficiency.

3. Financial & Budget Management
Develop and manage regional FM budgets, including OPEX and utilities budgets.
Perform cost analysis, variance investigations, and financial reporting.
Monitor service provider invoices and ensure financial governance, accuracy, and cost containment.
Identify cost-saving initiatives and drive continuous improvement for operational efficiency.

4. Compliance, Risk & Governance
Ensure full compliance with statutory regulations, building codes, safety requirements, and internal policies.
Conduct routine building inspections, compliance audits, and ensure the close-out of audit findings.
Maintain up-to-date safety files, OHS documentation, fire safety compliance, and asset registers.
Support business continuity planning and ensure readiness for emergencies and disruptions.

5. Tenant & Client Relationship Management
Serve as the primary point of contact for clients, internal stakeholders, and tenants.
Resolve queries efficiently and ensure high levels of client satisfaction.
Coordinate reinstatement processes for vacated premises, including inspections, repair approvals, and cost recovery.
Ensure occupation standards are maintained and tenant expectations are aligned with policy.

6. Utilities & Sustainability Management
Monitor utilities consumption and investigate anomalies or “red flags” in billing.
Drive utilities optimisation programmes, including energy, water, HVAC, and waste reduction initiatives.
Coordinate sustainability and utilities audits, ensuring timely rectification of deviations.
Support environmental compliance in line with ISO 14001 standards.

7. Project & Infrastructure Management
Manage small to medium capital and maintenance projects from initiation to handover.
Prepare project scopes, budgets, execution plans, risk assessments, and stakeholder approvals.
Oversee contractors on-site and ensure adherence to project timelines, specifications, and safety standards.
Conduct project close-out, snag resolution, and final documentation.

Continues under Additional Information

Core Competencies

Functional Knowledge
Statutory and regulatory frameworks governing facilities and OHS.
Integrated Facilities Management (IFM) and utilities management principles.
Building services, engineering infrastructure, and soft services operations.
Supply chain, procurement, and contract governance processes.

Functional Skills
Strong negotiation, contract management, and stakeholder engagement skills.
Financial acumen and analytical capabilities.
Excellent business writing, communication, and presentation skills.
Proficiency in MS Projects and CAFM/CMMS systems.
Ability to operate independently and lead in high-pressure, fast-paced environments.

Competencies (Behaviour)
High integrity, professionalism, and ethical conduct.
Assertiveness with sound judgement and decision-making ability.
Customer service orientation and commitment to quality.
Adaptability, innovation, and team leadership.

Certifications

Education

Experience

Additional Information

Job responsibilities (continued)

8. Reporting & Performance Management
Produce structured FM operational, financial, compliance, and project reports for governance committees.
Track KPIs, SLAs, utilities performance, and customer satisfaction metrics.
Provide insights to senior management for strategic decision-making.
Lead, coach, and develop the FM team to ensure effective performance management.

9. Asset & Lifecycle Planning
Develop long-term asset maintenance strategies and lifecycle replacement forecasts.
Conduct asset condition assessments and ensure accurate asset tagging and documentation.

10. Health, Safety & Environmental Leadership
Chair regional OHS meetings and ensure alignment with ISO 45001 requirements.
Drive awareness campaigns and ensure that all sites observe safe working practices.

11. Stakeholder & Change Management
Engage with landlords, municipal authorities, regulatory bodies, and internal business units.
Support change management processes relating to FM standards, technology rollouts, and policy updates.

12. Technology & Systems Management
Ensure proper use of CAFM/CMMS systems for work orders, asset management, and reporting.
Assist in evaluating and implementing digital FM tools and innovations.

13. Procurement Support
Assist in developing specifications and scopes of work for procurement of FM services.
Participate in tender evaluations, vendor onboarding, and commercial negotiations.

14. Emergency & Incident Management
Provide leadership during emergencies such as utility failures, fires, floods, and security incidents.
Conduct post-incident investigations and implement lessons learnt.

Certification, qualifications and experience:

• Professional Membership: SAFMA membership preferred.
• Qualification in Engineering, Commerce, Facilities Management or related field.
• Experience in Facilities Management, Building Maintenance, Property Management or related field.
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Special Requirements:

• Ability to travel within the region.

Special Requirements

Physical Requirements

Key Stakeholders