Facility Management Specialist

Job Overview

The Facilities Management Specialist is responsible for the end-to-end management of facilities, ensuring a safe, compliant and high-performing environment that supports retail operations, workshops and warehousing. This role leads planned and reactive maintenance, service partner performance and cost control across building fabric and critical systems, with strong working knowledge of OHASA and related regulations. The successful candidate is hands-on and technically fluent (electrical, plumbing, roofing, CCTV and general building services) and brings disciplined tools, spares and stock management to minimise downtime and protect the customer and employee experience.

Qualifications and Experience

• Matric (Grade 12) essential
• Relevant qualification in Facilities Management, Building Sciences, Engineering, Quantity Surveying, Construction Management, Operations/Service Management (diploma/degree) OR equivalent proven experience
• 5–10+ years' experience in facilities/building maintenance, site services, retail operations or engineering environments
• 3–5+ years' experience leading teams, contractors and service providers with measurable SLA outcomes
• Demonstrated understanding and practical application of OHASA and related compliance requirements (inspections, registers, incident follow-up and corrective actions)
• Valid driver's licence and willingness to travel between sites as required

Skills and Knowledge

• Strong working knowledge of OHASA and general building compliance (contractor packs, risk assessments, permits, inspections, registers and corrective actions)
• Technical understanding of building services and building fabric: electrical (DBs, lighting, basic fault finding), plumbing, roofing, pumps, general maintenance and small works
• CCTV and access/visual security systems: basic maintenance coordination, fault logging and vendor management
• Planned Preventative Maintenance (PPM) planning, scheduling and close-out; strong reactive maintenance triage
• Service provider and contractor management: scope writing, quotation evaluation, SLA management, quality checks and sign-off
• Tools, consumables and spares/stock control (issuing, audits, minimum stock levels and shrinkage controls)
• Budgeting and cost control, including lifecycle thinking and prioritisation of spend based on risk and operational impact
• Excellent communication, negotiation and stakeholder management (retail ops, workshop teams, landlords, authorities and suppliers)
• Strong administration and reporting discipline; proficient in Microsoft Office (especially Excel) and maintenance/job card systems
• Self-managed, hands-on problem solver who can multitask under pressure while maintaining high attention to detail

Key Responsibilities

• Own day-to-day facilities operations across sites (retail, workshop and warehouse), ensuring assets are safe, functional and customer-ready
• Plan and execute PPM schedules; maintain a maintenance calendar and ensure work orders are closed out with evidence and sign-off
• Coordinate and/or perform first-line fault finding and repairs (electrical, plumbing, roofing and general building works) and escalate to specialised contractors when required
• Manage service solutions and contractors end-to-end: scope of work, quotations, approvals, site supervision, quality control and completion documentation
• Oversee CCTV maintenance coordination and fault logging; ensure service providers meet agreed response and resolution times
• Manage tools, spares and consumables: ordering, issuing, stock levels, routine counts and loss prevention controls
• Drive cost control and continuous improvement by analysing failure trends, reducing downtime and improving turnaround times
• Partner with Retail Operations and workshop leadership to prioritise work, communicate downtime and ensure minimal disruption to trading

Compliance, Safety and Risk

• Ensure compliance with OHASA and internal policies, including contractor compliance files, inductions, risk assessments and method statements (RAMS) where applicable
• Maintain key statutory documentation and registers required for audits and inspections (e.g., equipment/service records and compliance evidence as applicable per site)
• Identify facility risks (safety, operational, security and business continuity), implement corrective actions and track close-out to completion
• Support incident investigations related to facilities; implement preventative measures and communicate learnings

Reporting and Administration

• Maintain an accurate asset and maintenance record (job cards/work orders, warranties, service reports and completion certificates)
• Track spend against budget, validate invoices against completed work and highlight variances and risks early
• Provide weekly/monthly dashboards on SLA performance, downtime, open items, and high-risk defects
• Communicate proactively with internal stakeholders on planned works, emergency repairs and site readiness