Facilities Manager

About the Role\ We are seeking an experienced and proactive Facilities Manager to oversee the maintenance and operational management of a diverse property portfolio including retail, industrial, and mixed-use properties. The successful candidate will work closely with the Property Manager and Property Administrators to ensure that all facilities are maintained to a high standard, compliant with relevant regulations, and that tenant needs are addressed efficiently.

Key Responsibilities

• Work closely with the Property Manager and Property Administrators to ensure efficient facilities operations.
• Manage a property portfolio consisting of retail, industrial, and mixed-use properties.
• Communicate with tenants regarding daily activities and planned maintenance (within 24 hours of unscheduled issues and at least 48 hours’ notice for scheduled maintenance).
• Manage and coordinate security, cleaning, refuse removal, and other soft services.
• Oversee and schedule routine maintenance and repairs relating to electrical, fire, mechanical, plumbing, structural components, and associated assets.
• Conduct routine facilities inspections and submit monthly building inspection reports.
• Report on all repairs, maintenance, and outsourced activities to management daily and ensure actions are addressed within 24 hours.
• Maintain building compliance records, maintenance records, and servicing certifications in accordance with relevant building regulations.
• Ensure all assets are maintained according to approved maintenance plans and budgets.
• Maintain and review up-to-date maintenance and service schedules weekly.
• Respond to reactive maintenance issues immediately in emergencies and within 24 hours for non-emergency issues.
• Monitor and report on contractor Service Level Agreements (SLAs) monthly.
• Project manage, supervise, and coordinate outsourced contractor work.
• Prepare scopes of work and arrange quotations for repairs and maintenance; submit quotations and invoices to the Head of Property Management for approval within 24 hours.
• Liaise with the Property Administrator and Property Manager to ensure timely closure of job cards.
• Identify and implement opportunities to improve facilities management operations.
• Ensure Health & Safety compliance in line with the Occupational Health and Safety Act (OSH Act), identifying and addressing risks promptly.
• Identify and address any non-compliance risks.
• Assist in compiling the annual preventative maintenance schedule.
• Be available after hours for critical maintenance issues when required.

Minimum Requirements

• Minimum 5 years’ experience in Facilities Management or a similar role.
• Experience managing retail, industrial, or mixed-use property portfolios.
• Strong knowledge of building systems, maintenance planning, and contractor management.
• Knowledge of Health & Safety regulations and the OSH Act.
• Strong administrative, reporting, and coordination skills.
• Excellent communication and problem-solving abilities.
• Ability to manage multiple sites and priorities effectively.

Key Competencies

• Strong organisational and planning skills
• Attention to detail
• Proactive problem solving
• Contractor and stakeholder management
• Ability to work under pressure and meet deadlines