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
6. 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).
7. 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.
8. 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.
9. 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.
10. 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.

Experience 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. Skills and Competencies 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. Employment Equity and General Notes Only shortlisted candidates will be contacted. Lyceum College reserves the right not to make an appointment. Appointment will be subject to the verification of qualifications, references, employment history and any other appropriate pre-employment checks.

Lyceum College is committed to employment equity and reserves the right to give preference to suitably qualified candidates in accordance with its Employment Equity Plan.