Facilities Manager

MAIN PURPOSE OF JOB

The Facilities Manager is responsible for ensuring the efficient operation, maintenance, safety, and utilization of the University's physical facilities. This includes coordinating maintenance services, managing service providers and contractors, optimizing space utilization, supporting university events, and delivering excellent customer service to staff, students, visitors, and other stakeholders. 

RESPONSIBILITIES

Key Areas and Core Responsibilities

1.Facility Maintenance & Building Systems

• Plan, coordinate, and oversee preventive and corrective maintenance programmes for all university buildings and systems, including HVAC, plumbing, electrical, carpentry, lifts, generators, water systems, and fire protection systems.

• Ensure routine inspections, timely repairs, statutory compliance, and certification, while minimizing disruption to university operations.

• Prioritize maintenance requests based on operational impact, health and safety risk, and service level agreements (SLAs).

• Coordinate internal maintenance teams and external service providers, and monitor contractor performance and quality of work.

• Maintain accurate maintenance records, warranties, inspection reports, schedules, and budgets.   

• Ensure compliance with Occupational Safety and Health (OSH), environmental regulations, building codes, and university maintenance standards.

• Administer the University's keys management programme, including registers, issuance/return of keys, access control, audits, and investigation of lost or damaged keys.

• Coordinate visitor access and facility support during institutional events to ensure efficient logistics, security, and a seamless guest experience.

2. Space Management

• Plan, coordinate, and optimize the allocation and utilization of university spaces, including classrooms, lecture halls, auditoriums, offices, boardrooms, and conference facilities.

• Coordinate office relocations, departmental moves, renovations, space reconfigurations, and furniture allocation/installation.

• Conduct periodic space audits and occupancy assessments; maintain accurate space inventories, floor plans, room capacities, and departmental allocation records; prepare analytical reports.

• Collaborate with stakeholders to implement space management policies, standards, and procedures.

• Coordinate venue preparation for examinations, graduations, conferences, workshops, meetings, and other institutional events.

3. Vendor & Service Provider Management

•Coordinate procurement, onboarding, and contract administration of facilities management service providers.

• Manage and monitor contractor performance, coordinating work schedules and reviewing maintenance and inspection reports.

• Manage contractor access to university premises, oversee emergency call-outs, and verify completed works.

4. Event Planning & Logistics

• Coordinate planning, organization, and comprehensive logistical support for university activities, including graduations, conferences, seminars, examinations, board meetings, workshops, orientations, VIP visits, and other activities.