Facility Manager at Eta-Zuma Group W/A Limited

Job Purpose

• To oversee and manage all company facilities, including guest houses and office buildings, ensuring optimal functionality, efficiency, and safety.

Key Responsibilities

• Routine inspections of the company's facilities, identifying maintenance needs and safety hazards.
• Coordinate with maintenance staff and external contractors to execute repairs, renovations, and preventive maintenance activities.
• Implement a proactive approach to facility upkeep to minimize downtime and maximize safety.
• Optimize the utilization of space within the company's premises.
• Oversee the allocation of space for employees, new hires and events, ensuring seamless scheduling and resource allocation.
• Collaborate with security department to enhance security measures, access control, and surveillance systems.
• Identify, evaluate, and manage relationships with maintenance contractors, service providers, and suppliers.
• Implement an inventory management system to track and maintain supplies, equipment, and resources necessary for facility operations.
• Develop procurement plans to address facility-related needs and budget constraints, ensuring cost effectiveness and quality.
• Establish streamlined processes for documenting facility-related activities, including maintenance records, safety inspections, and inventory records.
• Maintain accurate and up-to-date documentation to support compliance and reporting requirements.
• Ensure compliance with health and safety regulations, building codes, and other relevant laws and standards.
• Conduct regular audits to assess and rectify any non-compliance issues, maintaining a hazard-free environment.
• Collaborate with cross-functional teams, including Operations and Administration, to ensure effective communication and coordination.
• Generate regular reports on facility performance, including maintenance activities, budget utilization, and resource allocation.

Key Competencies:
Technical Competencies:

• In-depth knowledge of facility management principles, including maintenance, repairs, and renovations.
• Understanding of building systems such as HVAC, plumbing, electrical, and fire safety systems.
• Proficiency in inventory control and management systems.
• Experience in procurement processes, vendor management, and contract negotiation.

Interpersonal and Communication Skills:

• Strong interpersonal and communication skills to interact effectively with diverse stakeholders, including employees, contractors, and vendors.
• Ability to identify and resolve facility-related issues promptly and efficiently.
• Strong decision-making skills to make informed choices regarding facility operations and maintenance.
• Ability to lead and motivate a team of maintenance staff and contractors.

Organizational and Planning Skills:

• Effective time management skills to prioritize tasks and meet deadlines.
• Strong organizational skills to plan and execute facility maintenance schedules and projects.
• Meticulous attention to detail to ensure accuracy in documentation and record-keeping.
• Knowledge of budgeting and financial management principles.

Additional Competencies:

• Sustainability: Understanding of sustainable practices and energy efficiency measures.
• Risk Management: Ability to identify and mitigate potential risks to facility operations.
• Adaptability: Flexibility to adapt to changing circumstances and priorities.

Qualifications and Experience

• Bachelor's Degree in Facilities Management, Engineering, Hospitality Management, or a related field.
• Minimum of 7 years of experience in facility management roles, preferably in hospitality or corporate settings.
• Certification in Facilities Management (CFM) or a related certification is preferred.
• Proven track record of managing large-scale facilities, including guest houses and office buildings.