Facilities and Office Services Manager

This role is accountable to lead Biovac's office facilities and office services management through implementing and maintaining progressive standards related to general office, general building infrastructure management, facility upgrades, office space planning, facility refurbishment and facilities compliance and audit readiness. Furthermore, the role will lead office services, including cleaning services, reception, driver, office/ admin services and related vendor management.

QUALIFICATIONS NEEDED:

• Bachelor's degree in Facilities Management, Engineering, Built Environment, Operations Management, or related field. Furthermore, a postgraduate qualification in Facilities Management, Engineering, Business Administration or Operations Management would be advantageous.
• In addition, a professional certification in facilities management such as CFM & FMP would stand applicants on good stead

EXPERIENCE REQUIRED FOR SUCCESS:

• 6 - 8 years' experience in leading facilities management, ideally within manufacturing environments that prescribe to cGMP, collaborating with engineering, SHEQ and operations teams
• Proven experience managing multi-site facilities operations
• Experience managing vendors, service providers and facilities budgets
• Experience working in regulated environments with strong compliance requirements
• Demonstrated working knowledge of facilities management legislation and best practice

KNOWLEDGE AND SKILLS NEEDED TO MAKE A MEANINGFUL IMPACT:

• **Strategic and Leadership Capability:**General corporate facilities strategy, Cross-functional leadership, Operational governance
• **Technical and Operational Expertise:**Facilities management best practice, Infrastructure and maintenance oversight, Vendor and contract management
• **Compliance and Risk Management:**Expert legal, regulatory and best practice knowledge that ensure compliant and safe facilities management, Risk management, Audit readiness
• Stakeholder Management: Executive stakeholder engagement, Cross-functional collaboration, Service excellence orientation, Strong change management, stakeholder engagement, and communication capabilities.
• **People Leadership:**Skilled in performance management, succession planning, and career development frameworks.

SUCCESS IN THE ROLE WILL BE DEMONSTRATED THROUGH:

• Reliable and efficient facilities operations across all sites
• High-quality Office services supporting employee productivity
• Strong vendor performance and cost management
• Effective collaboration with engineering, laboratories and manufacturing
• Strong compliance with safety, regulatory and quality standards
• Continuous improvement in facilities efficiency and service delivery

KEY RESPONSIBILITIES OF THE ROLE:

1. General Corporate Facilities Strategy and Governance

Provide enterprise-level leadership and governance for facilities management across Biovac's general offices locations and manufacturing site offices.

Key responsibilities

• Develop and implement the general corporate facilities management strategy aligned with organisational growth and operational requirements.
• Establish standardised policies, procedures and governance frameworks for facilities management across all locations.
• Ensure consistent service standards and operational practices across general offices and manufacturing sites in Cape Town and Johannesburg. Provide home office support related to facilities infrastructure requirements to remote staff home offices located in South Africa, Kenya and Ghana
• Develop facilities management standards that integrate corporate facilities with specialised laboratory and cleanroom environments.
• Lead facilities-related budgeting, cost management and capital planning in collaboration with finance.
• Develop and track facilities performance metrics and service-level agreements.
• Ensure alignment with organisational sustainability, energy efficiency and environmental goals.
• Provide regular facilities performance reporting to executive leadership.

2. Facilities Operations and Infrastructure Management

Ensure the effective operation, maintenance and upkeep of Biovac's corporate facilities and general infrastructure, while collaborating with engineering who leads the execution of specialised facilities management services for labs and manufacturing cleanrooms.

Key responsibilities

• Oversee the maintenance, upkeep and operational reliability of all corporate buildings, common areas and infrastructure.
• Manage preventative and corrective maintenance programmes for facilities assets.
• For general facilities, ensure effective utilities management, including power, water, HVAC and other building systems.
• Oversee facility upgrades, renovations and space reconfiguration projects.
• Manage the planning and execution of capital improvements related to facilities.
• Ensure facilities support business continuity and operational resilience.
• Coordinate facility readiness for inspections, audits and regulatory reviews.

3. Coordination with Laboratory and Manufacturing Facility Functions

Ensure alignment between general corporate facilities management and specialised laboratory and cleanroom environments.

Key responsibilities

• Work with engineering to establish clear governance, interfaces and responsibilities between general corporate facilities and specialised ops facility functions.
• Collaborate with engineering to ensure general and specialised facilities management plans, budget, execution and management reporting is streamlined and centralised.
• Where involved, ensure general infrastructure support to laboratory and manufacturing environments is reliable and maintained.
• Coordinate shared services such as utilities, building maintenance, cleaning and contractor access.
• Support compliance with GMP and controlled environment standards where facilities intersect with regulated environments.

4. Office services

Lead the provision of Office services that enable efficient and professional office operations.

Key responsibilities

• Oversee reception services, ensuring a professional and welcoming experience for visitors and stakeholders.
• Manage general office administration and support services across locations.
• Ensure effective workspace management and office utilisation.
• Lead the management of corporate office facilities, meeting spaces and shared work areas.
• Oversee the driver function, ensuring reliable transport support for business activities.
• Ensure the delivery of high-quality Office services that support employee productivity and engagement.
• Manage office-related service providers such as catering, office supplies and support services where applicable.

5. Cleaning, Hygiene and Facilities Service Management

Ensure facilities are maintained to high standards of cleanliness, hygiene and operational readiness.

Key responsibilities

• Oversee cleaning services across corporate offices and general site areas.
• Ensure cleaning standards are in place and well maintained across all general office environments and locations, as well as regulated manufacturing support areas where applicable.
• Establish service standards and quality controls for contracted cleaning providers.
• Ensure facilities maintain appropriate hygiene, safety and professional appearance.
• Monitor vendor performance and ensure contractual service delivery standards are met.

6. Vendor, Contractor and Service Provider Management

Manage the performance and governance of external facilities service providers.

Key responsibilities

• Identify and manage facilities-related vendors and service providers.
• Work with procurement and vendors to establish service-level agreements (SLAs) and performance metrics that suit Biovac's 2.0 needs.
• Ensure vendors comply with Biovac policies, safety standards and regulatory requirements.
• Manage contract negotiations, proc