Facility Officer at Sage-Grey Finance Limited

Role Summary

• The Facility Officer is responsible for ensuring the operational efficiency, safety, and maintenance of all physical assets and workplace environments for Sage Grey Finance Limited.
• This role is accountable for the day-to-day management of office facilities, vendor relationships, health and safety compliance, and the coordination of administrative support services that underpin a productive and professional working environment.
• The role focuses on proactive facility management, risk-controlled execution, compliance adherence, and service reliability across internal teams and external service providers.
• The role goes beyond routine maintenance and requires the ability to anticipate operational needs, coordinate seamlessly with administrative and IT teams, and position Sage Grey Finance Limited as a safe, organized, and professionally managed organization in every physical interaction.
• The ideal candidate will have prior exposure to facilities management, office administration, or property management environments, with a strong understanding of health and safety regulations, vendor management, and an established ability to manage multiple, time-critical facility tasks accurately to enhance the company's operational credibility and employee well-being.

Key Responsibilities
The Facility Officer shall be responsible for, but not limited to, the following:
Facility Maintenance & Operations:

• Oversee the day-to-day maintenance and upkeep of all office premises, including utilities, furniture, fixtures, and equipment.
• Conduct regular inspections of the facility to identify and address repair needs (e.g., plumbing, electrical, HVAC, and structural issues).
• Coordinate and supervise all preventive and corrective maintenance activities, ensuring minimal disruption to business operations.
• Serve as the primary point of contact for facility-related emergencies, such as power outages, water leaks, or security breaches, and implement rapid response protocol

Vendor & Contract Management:

• Manage relationships with external vendors and service providers, including cleaning services, security companies, landscapers, waste management, and office equipment suppliers.
• Solicit and evaluate quotations, negotiate service contracts, and monitor vendor performance against agreed service level agreements (SLAs).
• Process and track invoices related to facility services, ensuring timely payment and adherence to budget.
• Maintain an up-to-date register of all facility-related contracts, insurance policies, and maintenance warranties.

Health, Safety & Compliance:

• Ensure the workplace complies with all relevant health, safety, and environmental regulations.
• Develop, implement, and maintain emergency response plans, including fire drills, first-aid procedures, and evacuation protocols.
• Maintain and regularly inspect safety equipment, including fire extinguishers, smoke detectors, and first-aid kits.
• Conduct risk assessments and report any identified hazards or non-compliance to management, recommending corrective measures.

Space & Asset Management:

• Manage the allocation and utilization of office space to optimize efficiency and accommodate organizational growth.
• Oversee the procurement, tagging, inventory, and disposal of office assets, including furniture, IT equipment (in coordination with IT), and consumables.
• Maintain an accurate inventory of all physical assets and coordinate annual stock takes.

Administrative Support & Reporting:

• Provide administrative support for office-related events, meetings, and visitor coordination.
• Prepare and present regular reports on facility performance, maintenance activities, costs incurred, and pending action items.
• Act as the central point for all employee queries related to facility services (e.g., parking, access cards, workstation setup, and ergonomic assessments).
• Document and report any operational gaps or recurring issues to support continuous improvement

Qualifications and Experience

• A minimum of a bachelor's degree in Business Administration, Facilities Management, Engineering, Estate Management, or related disciplines.
• Minimum of 2-4 years relevant experience in facilities management, office administration, property management, or operations roles within a corporate environment.
• Demonstrated experience in managing facility budgets, vendor negotiations, and contract administration.
• Familiarity with health and safety regulations, fire safety procedures, and building code compliance.
• Proficiency in Microsoft Excel (budget tracking, inventory management) and facility management software/tools.

Required Skills & Competencies:
The successful candidate should demonstrate:

• High attention to detail and a proactive approach to problem-solving.
• Strong organizational and project management skills to handle multiple tasks and priorities.
• Excellent communication and interpersonal skills for liaising with vendors, employees, and management.
• Strong operational discipline and ability to follow documented workflows and procedures.
• Basic financial acumen for budget monitoring and cost control.
• Integrity and confidentiality regarding sensitive office information and security protocols.
• Team-oriented mindset with willingness to support colleagues during peak periods.
• Self-motivation and ability to work independently on routine and emergency tasks.
• Commitment to continuous learning of new facility technologies and regulatory updates.