Facilities Manager (Pretoria) at Adams & Adams

Job Purpose

• The Facilities Manager is responsible for the strategic oversight and day-to-day management of the organization’s physical infrastructure across multiple locations. This role ensures the optimal functioning, safety, and compliance of all facilities by leading the delivery of both technical and soft services, including building systems, physical security, data centre operations, and occupational health and safety.
• Key responsibilities include implementing preventive and corrective maintenance programs, overseeing space planning initiatives, managing vendor performance, and controlling facilities-related budgets. The Facilities Manager plays a critical role in business continuity planning and execution, ensuring minimal disruption to operations.
• Working in close collaboration with a technical assistant, the Facilities Manager delivers high-quality, customer-focused services, demonstrates adaptability to after-hours operational needs, and engages in hands-on support when required.

Requirements
Key Skills, Knowledge & Competencies:

• Innovative and safe solutions for operational challenges
• Precision in compliance documentation and reporting
• Clear stakeholder reporting and ability to simplify technical issues
• Ability to motivate and guide technical staff and contractors
• Available for after-hours emergencies; capable of working under pressure and adapting to changing conditions
• Able to safely lift, move equipment, and conduct site inspections
• Strong knowledge of building systems (HVAC, lifts, access control, electrical and power systems, fire safety, CCTV, alarms)
• Health, Safety, and Environmental compliance
• Project management principles for refurbishment and fit-out projects
• Contractor and vendor management
• Budgeting, procurement, and cost control
• Project and team management
• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Basic understanding of IT infrastructure and maintenance requirements

Key Responsibilities:

• Oversee the planning, scheduling, and execution of all preventive and corrective maintenance for MEP (Mechanical, Electrical, and Plumbing) systems, building fabric, and critical infrastructure
• Performs planned preventative maintenance, creates and manages schedules, and tracks all activities to ensure compliance. Oversees hard service contractors (e.g., HVAC, electrical, lifts, fire systems, generators) and monitors performance against SLA’s and KPI’s
• Provides overall management of the Technical Helpdesk function, ensuring efficient handling of all incoming service requests
• Oversees the planning, scheduling, and execution of all soft services, including reception, catering, cleaning, waste management, pest control, landscaping, security, and HSE compliance, ensuring high standards of service delivery and regulatory adherence
• Project manages minor works, office refurbishments, and relocation and co-location projects from inception to snagging, and final handover, ensuring adherence to policies and timelines
• Demonstrates effective leadership and supervision by guiding and motivating  teams towards achieving firm goals. This includes setting clear expectations, providing regular feedback, and fostering a supportive environment that encourages professional growth and development.
• Builds collaborative teams by promoting a culture of teamwork and open communication, fostering an inclusive environment where all team members feel valued and empowered
• Manage office layout design, space planning, and on-site parking allocation across all locations
• Manage the critical infrastructure of data centres, including HVAC, UPS, and generators, ensuring continuous operation and service reliability
• Manage the firm’s physical assets, ensuring proper maintenance, compliance, and efficiency throughout their lifecycle, including tagging, tracking, and disposal
• Manage the performance of all FM service providers through robust contract management, regular reviews, and performance scorecards. Assist in tendering processes for new contracts, including scoping, evaluation, and selection
• Designs and manages physical security systems, such as CCTV, access control, alarm systems, and intrusion detection systems
• Identifies and develops mitigation strategies to avert operational risks by maintaining and testing Business Continuity Plans (BCP)
• Ensures all statutory compliance certificates are obtained and maintained (e.g., Electrical and Fire Installation)
• Ensures compliance with OSHA standards and environmental health regulations. Identify workplace hazards and implements effective risk control measures
• Oversees the collection, analysis, and reporting of sustainability metrics and building performance statistics (energy, water, fuel, waste, carbon footprint)
• Provides operational assistance and supports the business and branch offices with any requirements necessary
• Responds promptly to urgent maintenance and operational issues outside normal working hours

Qualification/s

• National Diploma or Degree in Facilities Management, Property Studies, Engineering, Construction Management, or a related field
• 5-10 years' experience in facility or building management