Facilities Manager

Job Summary:

The
Facilities Manager oversees the maintenance, safety, and efficient operation of
Lyceum College facilities across campuses (e.g., Randburg, Braamfontein, and
others as applicable). The role manages building upkeep, preventative
maintenance, security and cleaning services, utilities, and vendor
relationships to ensure a safe, compliant, and well-run environment for staff,
students, and visitors.

Main Purpose of the Job:

To
maintain a fit-for-purpose physical environment by planning and executing
preventative and reactive maintenance, ensuring compliance with health, safety
and environmental regulations, managing service providers and budgets, and
supporting day-to-day operational needs.

KEY PERFORMANCE AREAS (KPAs)

The
following are the primary areas of responsibility and their estimated
percentage of time:

1.     Facilities Maintenance & Management (40%)

2.     Health, Safety & Compliance (20%)

3.     Vendor & Contractor Management (15%)

4.     Budget & Cost Control (15%)

5.     Operational Support & Reporting (10%)

KEY RESPONSIBILITIES

1.    Facilities
Maintenance & Management (40%)

• Own
  the preventative maintenance plan and schedule for buildings, grounds,
  classrooms, labs, offices, furniture, and equipment.
  
• Manage
  and track reactive maintenance tickets; prioritise critical issues; minimise
  downtime and disruption to teaching/operations.
  
• Oversee
  cleaning services, hygiene standards, and waste management, including recycling
  initiative.
  
•  Monitor
  utilities (electricity, water, gas) and implement efficiency/cost-saving
  initiatives (e.g., LED, HVAC optimisation, smart metering).
  
• Maintain
  asset registers and ensure critical systems (HVAC, generators, UPS, lifts,
  access control, CCTV) are inspected and serviced per OEM/SANS standards.
  
• Coordinate
  campus readiness for events, exams, site visits (e.g., CHE/DHET, auditors).
  

2.    Health,
Safety & Compliance (20%)

• Ensure
  compliance with relevant legislation and standards (e.g., Occupational Health
  and Safety Act, SANS standards, fire codes, municipal by-laws, environmental
  requirements).
  
• Conduct
  routine HSE inspections; maintain risk assessments, incident logs, and
  corrective action plans.
  
• Maintain
  emergency procedures (evacuation plans, fire drills, first-aiders, wardens);
  run scheduled drills and training.
  
• Keep
  safety files up to date (COCs, CoCs for electrical/gas, fire equipment service
  records, lift certificates, generator fuel logs).
  
• Ensure
  contractor HSE induction and method statements/permits are in place before work
  commences.
  

3.    Vendor &
Contractor Management (15%)

• Source,
  appoint, and manage service providers (security, cleaning, maintenance,
  landscaping, waste, pest control, HVAC, electrical, plumbing).
  
• Negotiate
  SLAs, rate cards, and performance KPIs; conduct regular reviews and manage
  non-performance.
  
• Oversee
  procurement processes, quotations, and work orders; ensure compliance with
  internal policies.
  
• Coordinate
  multi-site works to standardise quality and pricing where possible.
  

4.   Budget & Cost Control (15%)

• Prepare
  and manage the facilities OPEX/CAPEX budgets; forecast spend and track
  variances.
  
• Approve
  and code invoices correctly; maintain cost files and savings trackers.
  
• Identify
  efficiency opportunities (energy, water, service bundling, preventative vs
  reactive cost mix) and deliver savings without compromising safety or quality.
  

5.   Operational Support & Reporting (10%)

• Provide
  routine reports to the Head of Operations (maintenance KPIs, HSE status,
  utility trends, vendor performance, risks).
  
• Maintain
  documentation: maintenance schedules, safety inspections, permits, asset
  registers, and compliance certificates.
  
• Support
  internal stakeholders with room moves, space planning basics, furniture
  layouts, signage and wayfinding, and event logistics.
  

Requirements

REQUIREMENTS OF THE JOB

Qualifications

• A Diploma/Degree
  in Facilities Management, Operations Management, Built Environment or related
  field (essential).
  
• HSE
  certification (e.g., SAMTRAC, First Aid, Fire Warden) or formal OHS training
  advantageous.
  
• Trade
  or technical certification (electrical/plumbing/HVAC) advantageous.
  

• 5+
  years in facilities/operations management with multi-site exposure preferred.
  
• Proven
  experience managing service providers, maintenance programmes, and compliance
  audits.
  
• Solid
  working knowledge of South African HSE legislation, fire safety, building
  systems, and basic construction.
  

Technical Skills:

• Strong
  understanding of building services (HVAC, electrical distribution, plumbing,
  generators/UPS, access control/CCTV, lifts).
  
• Proficient
  with MS Office (Excel, Word, PowerPoint) and facilities/maintenance ticketing
  systems (CMMS).
  
• Ability
  to read basic plans, schematics, and service reports; confident with asset
  registers and lifecycle planning.
  

Behavioural & Communication Skills:

• Clear
  written and verbal communication; stakeholder management across
  academic/operations teams.
  
• People
  leadership of in-house staff and day-to-day direction of on-site vendor teams.
  
• Calm
  under pressure; decisive in emergencies; strong negotiation and
  conflict-resolution skills.
  

Key Attribute

• Professional
  and ethical conduct with a focus on confidentiality.
  
• Strong
  attention to detail and accuracy.
  
• Team-oriented
  with the ability to work independently.
  
• Commitment
  to maintaining stability and ensuring compliance with policies.