Facilities Manager

1. POSITION PURPOSE

The Facilities Manager is accountable for the safe, compliant, reliable and cost-effective delivery of integrated facilities management services across the assigned site or portfolio. The role manages the client contract in collaboration with client representatives, internal stakeholders and service partners, translates contractual service levels into controlled operating routines, and drives achievement of agreed key performance indicators (KPIs).

The position provides technical and operational leadership for planned and reactive maintenance, supplier performance, statutory compliance, service reporting, financial administration, team capability and continuous improvement. It also supports consistent facilities management standards across other accounts and new contract mobilisations when required.

2. KEY ACCOUNTABILITIES

2.1 Client and Contract Management

• Act as the day-to-day facilities management interface with the client and maintain structured, professional stakeholder engagement.
• Interpret the contract, scope, service level agreement (SLA), KPIs and site requirements, and convert them into measurable operating controls and delivery plans.
• Provide accurate and timely updates on service performance, risks, constraints, budget matters, incidents and corrective actions.
• Facilitate formal governance meetings, maintain minutes, decisions and action registers, and follow through to closure.
• Keep end users appropriately informed regarding open work orders, service interruptions, remediation progress and completed work.

2.2 Technical Maintenance and Asset Management

• Plan, coordinate and control planned preventive maintenance (PPM), statutory maintenance, reactive work and minor works in accordance with approved schedules and site requirements.
• Ensure that competent service providers are linked to all applicable services and that maintenance activities are supported by valid work orders, service records and completion evidence.
• Conduct and document site inspections and quality checks on work completed by internal teams and service providers against technical requirements, SLA commitments and client KPIs.
• Maintain the integrity of asset information, maintenance histories, service records and supporting documentation, and ensure that updates are verified before reporting.
• Escalate asset condition, reliability, lifecycle, obsolescence and business continuity risks through the approved governance channels.
• Promote maintenance practices aligned with recognised facilities management principles, manufacturer requirements and applicable standards.

2.3 Health, Safety, Environmental and Quality Compliance

• Implement and monitor compliance with the Occupational Health and Safety Act, applicable regulations, client requirements, Broll policies and approved safe systems of work.
• Confirm that Broll employees and service providers meet site induction, competency, permit, risk assessment, incident reporting and supporting evidence requirements before and during work.
• Maintain auditable proof of services rendered, inspections, statutory records and safety compliance.
• Drive conformance with applicable ISO-aligned management system requirements and ensure that governance processes, document controls and corrective actions are followed.
• Manage site access control interfaces in accordance with approved security protocols and immediately escalate material control failures or safety risks.

2.4 Service Provider and Supply Chain Management

• Establish clear performance expectations with service providers and manage delivery through formal communication, performance reviews, action plans and escalation mechanisms.
• Facilitate monthly supplier performance meetings and quarterly KPI reviews, supported by accurate performance evidence.
• Validate that supplier work, invoices and supporting documentation are complete, accurate and contractually aligned before submission for approval.
• Address recurring failures, non-conformances and underperformance through documented corrective actions and the relevant commercial or governance processes.
• Maintain constructive supplier relationships without compromising safety, quality, compliance, cost control or contractual accountability.

2.5 Financial and Commercial Control

• Manage the approved operating budget, commitments and expenditure within delegated authority and in accordance with financial controls.
• Monitor cost performance, identify forecast variances and implement or recommend corrective action.
• Compile and submit complete monthly invoice packs to Broll Finance within the required timelines to support accurate processing and payment.
• Verify services delivered and supporting evidence before recommending supplier invoices for payment.
• Support cost optimisation and continuous improvement initiatives without compromising statutory obligations, asset integrity or service outcomes.

2.6 Performance, Systems and Reporting

• Monitor work orders and SLA performance daily, identify ageing or at-risk items and coordinate timely recovery actions.
• Produce accurate monthly reports for the client and internal reporting lines, covering KPI performance, PPM, reactive maintenance, asset controls, safety, supplier performance, finance, risks and actions.
• Protect data integrity by applying appropriate validation, version control, document retention and approval processes.
• Use approved facilities management, reporting and information systems consistently and support practical process or system improvements.
• Maintain auditable registers for risks, actions, incidents, compliance obligations, work orders and supplier performance.

2.7 People Leadership and Capability

• Lead, coordinate and support site employees and supporting resources to achieve safe, disciplined and customer-focused service delivery.
• Ensure that employees have the appropriate tools, resources, information, competence and training to perform their duties.
• Conduct regular minuted team meetings, provide clear direction and coach employees on SLA, safety, quality and client service requirements.
• Manage performance, development, attendance and employee relations matters in accordance with Broll HR policies and delegated authority.
• Promote a respectful, inclusive and accountable working environment in which employees can raise concerns, contribute ideas and add value.

2.8 Business Support and Mobilisation

• Support other accounts, where reasonably required, to strengthen consistent facilities management standards and technical service delivery.
• Contribute to new contract mobilisation, transition planning, service standardisation and transfer of proven practices between accounts.
• Provide training, coaching and technical support to facilities management colleagues within the scope of competence and assigned responsibilities.
• Identify opportunities to improve processes, service reliability, compliance, client experience and operational efficiency.

3. DECISION_MAKING & AUTHORITY

• Prioritise and coordinate approved maintenance and service activities within the assigned operational scope.
• Allocate work to competent internal resources and approved service providers, subject to procurement controls and delegated authority.
• Stop or suspend work where an immediate safety, compliance, quality or asset risk is identified, and escalate without delay.
• Recommend corrective action, supplier remediation, budget adjustments and service improvements through the appropriate approval route.
• No authority is implied to amend contractual scope, approve unbudgeted expenditure, appoint suppliers or vary commercial terms outside formally delegated limits.

4. MINIMUM REQUIREMENTS

Education and certification

• Grade 12 / National Senior Certificate or equivalent.
• A recognised trade test