Facilities Officer at Ibadan Business School

Key Responsibilities
Facility Maintenance and Operations:

• Ensure the efficient functioning of electrical, mechanical, plumbing, and other facility systems, and promptly report faults or required repairs to Management.
• Monitor all generators and ensure that they remain in good working condition.
• Promptly inform Management of generator servicing, maintenance, and repair requirements.
• Ensure the prudent, accountable, and properly documented use of diesel, lubricants, and other generator service fluids.
• Maintain floors, walls, ceilings, windows, fittings, halls, offices, restrooms, and common areas in clean and serviceable condition.
• Maintain a healthy, safe, and conducive learning and working environment.
• Prepare and supervise a daily cleaning schedule for Facility Officers and Office Assistants.
• Confirm that assigned cleaning and maintenance duties are completed to the required standard.
• Supervise the trimming, watering, and maintenance of flowers, hedges, lawns, and flower pots.
• Coordinate and supervise the duties of Facility Officers, Office Assistants, cleaners, and other assigned support personnel.
• Keep the car park, premises, drains, and surrounding environment clean, orderly, and free of weeds.

Safety, Security and Asset Protection:

• Confirm that assigned security personnel report on time, remain at their duty posts, and perform their assigned responsibilities.
• Ensure the safety of staff, guests, clients, participants, and other users of the facilities.
• Ensure that lights, air conditioners, electrical appliances, equipment, and gadgets are switched off when not in use and at the close of work each day.
• Maintain direct supervision of facility equipment, appliances, tools, and other organisational assets.
• Ensure the safe use, proper handling, and secure storage of all facility equipment.
• Promptly report any theft, misuse, vandalism, damage, fault, or loss involving facility assets.
• Conduct regular safety inspections and submit reports on the condition of facilities and equipment.
• Ensure that warning signs and safety tags are correctly positioned whenever equipment, tools, or appliances are faulty or unsafe.

Facility Marketing, Bookings and Client Service:

• Develop and implement a monthly marketing plan for the School’s halls, training rooms, meeting spaces, and other rentable facilities.
• Regularly contact prospective and existing clients through telephone calls, email, text messages, WhatsApp, referrals, and direct outreach.
• Generate and follow up business leads for the School’s facilities.
• Maintain the facilities in a presentable, functional, and marketable condition.
• Work toward and achieve approved monthly facility booking and revenue targets.
• Ensure that clients are satisfied with the condition and use of the facilities.
• Administer client feedback forms after facility use, analyse responses, and submit recommendations for service improvement.
• Ensure strict compliance with the School’s facility booking policy.
• Ensure that no facility is made available without proper registration, written notification, approval, and payment.
• Maintain complete records of all bookings and reservations.
• Ensure that booking records contain the client’s name, organisation, contact details, facility booked, capacity, dates, duration, agreed price, payment status, and special requirements.
• Ensure that facility booking payments are made upfront.
• Direct walk-in clients to complete the required payment before using any facility.
• Monitor clients’ use of the facilities and ensure that additional charges are applied when the agreed period is exceeded.
• Prepare and submit daily reports on facility usage, bookings, payments, outstanding obligations, client enquiries, and follow-up actions.

Revenue, Target Compliance and Staff Performance:

• Ensure that approved facility targets, service standards, and deadlines are understood and met by all employees in the unit.
• Promote the optimal use of the School’s facilities to generate sustainable revenue.
• Work closely with the Accountant to ensure that all revenue generated is properly receipted, documented, reconciled, and reported.
• Develop practical strategies for meeting and surpassing approved facility revenue targets.
• Monitor the weekly and monthly performance of employees under the Facilities Unit.
• Prepare and submit staff performance reports and recommendations to Management.
• Identify operational gaps and recommend improvements in maintenance, safety, security, customer service, booking administration, and revenue generation.

Minimum Qualifications and Experience
Applicants should possess:

• A Bachelor’s Degree or Higher National Diploma in Facility Management, Estate Management, Building Technology, Engineering, Business Administration, Hospitality Management, Marketing, or a related discipline.
• A minimum of 6 years of relevant experience in facilities administration, building maintenance, hospitality, event or conference facility management, institutional operations, or a similar role.
• Practical knowledge of basic electrical, mechanical, plumbing, generator, and building maintenance issues.
• Demonstrated experience in facility marketing, bookings, client service, revenue generation, and record management.
• Experience supervising cleaners, security personnel, office assistants, technicians, or other support staff.
• A professional certification in facility management, health and safety, engineering maintenance, hospitality, or a related area will be an added advantage.