Here is a comprehensive list of 100 tasks a Facilities Manager (FM) would be responsible for in a corporate environment, categorized for clarity.
Develop and implement a preventive maintenance program for all building systems.
Oversee the operation and maintenance of HVAC systems.
Manage the maintenance of plumbing systems and restrooms.
Ensure electrical systems, including lighting, panels, and distribution, are functional and safe.
Oversee elevator and escalator maintenance and inspections.
Manage fire alarm and life safety systems, ensuring compliance with codes.
Maintain and test the building's backup power generation (e.g., diesel generators).
Oversee landscaping and exterior grounds maintenance (snow removal, irrigation).
Manage parking lot maintenance, including striping, pothole repair, and lighting.
Coordinate pest control services.
Maintain building automation systems (BAS) for energy and operational efficiency.
Manage the building's roof system, including inspections and repairs.
Oversee janitorial and cleaning services, ensuring quality standards are met.
Manage waste and recycling programs, including vendor contracts.
Handle daily work orders for repairs and maintenance requests from employees.
Create and maintain accurate office floor plans and stack plans.
Plan and manage office moves, adds, and changes (MAC).
Allocate workspaces, offices, and meeting rooms based on department needs.
Manage the office "hoteling" or "hot-desking" system for flexible workers.
Oversee the inventory of office furniture and assets.
Plan and manage space utilization studies to optimize the building's footprint.
Coordinate the installation and reconfiguration of office cubicles and furniture.
Manage the corporate archiving and records storage program.
Plan for future space needs and growth in conjunction with leadership.
Act as the primary contact for all health and safety matters.
Conduct regular workplace risk assessments.
Manage the building's access control system (key cards, fobs).
Oversee video surveillance (CCTV) systems.
Manage the contract and relationship with security guard services.
Develop and implement emergency response plans (fire, earthquake, active shooter).
Organize and lead emergency evacuation drills.
Ensure first aid kits and automated external defibrillators (AEDs) are stocked and maintained.
Manage the asbestos/lead paint register and related safety protocols.
Ensure compliance with OSHA (or local equivalent) regulations.
Oversee ergonomic assessment programs for employees.
Manage indoor air quality testing and mitigation.
Implement and manage a permit-to-work system for contractors.
Source, vet, and select contractors and service providers.
Negotiate service level agreements (SLAs) and contracts.
Manage relationships with key vendors (janitorial, security, HVAC, etc.).
Process vendor invoices and ensure accurate billing.
Monitor vendor performance against SLAs.
Maintain a database of approved contractors and their insurance certificates.
Oversee the Request for Proposal (RFP) process for major services or projects.
Schedule and coordinate vendor site access and work.
Develop and manage the annual facilities operating budget.
Track and report on facilities expenditures against the budget.
Forecast long-term capital expenditure (CapEx) for building systems and projects.
Manage the purchase order (PO) system for facilities-related purchases.
Identify and implement cost-saving initiatives (energy efficiency, process improvements).
Justify budget requests to senior management and finance.
Develop and lead the corporate sustainability program for the facility.
Track and report on energy and water consumption.
Implement initiatives to reduce the building's carbon footprint.
Attain and maintain green building certifications (e.g., LEED, BREEAM, ENERGY STAR).
Manage e-waste disposal and recycling programs.
Source sustainable products and materials for operations.
Promote employee engagement in sustainability initiatives.
Manage small-to-large scale office renovation and refurbishment projects.
Oversee the construction of new office fit-outs.
Act as the owner's representative for capital projects.
Create project charters, budgets, and timelines.
Coordinate with architects, engineers, and interior designers.
Manage project stakeholders and communications.
Ensure projects are completed on time and within budget.
Manage the corporate cafeteria or food service provider.
Oversee vending machine services and stock.
Manage the reception and concierge services.
Plan and manage workplace amenities (mother's rooms, wellness rooms, phone booths).
Handle employee complaints and suggestions regarding the work environment.
Oversee the corporate mailroom and shipping/receiving operations.
Manage the inventory and distribution of office supplies.
Coordinate on-site events and meetings from a logistics perspective.
Manage locker assignments and bike storage facilities.
Oversee the day-to-day operations of the corporate gym or fitness center.
Ensure the facility complies with all local, state, and federal building codes.
Maintain all required building permits and licenses.
Manage the building's asbestos management plan.
Keep accurate records of all maintenance, inspections, and repairs.
Serve as the primary liaison with fire department and building inspectors during visits.
Ensure compliance with the Americans with Disabilities Act (ADA) or local equivalent.
Manage the facility's disaster recovery and business continuity plans.
Maintain the facilities intranet page or internal communications portal.
Prepare and present regular facilities reports to management.
Manage the physical infrastructure for IT and telecom (server rooms, cabling).
Coordinate with the IT department on technology-related projects and moves.
Oversee the Integrated Workplace Management System (IWMS) or Computerized Maintenance Management System (CMMS).
Manage the audiovisual (AV) equipment in conference and huddle rooms.
Oversee the digital signage system throughout the building.
Manage the corporate Wi-Fi network's physical access points.
Develop and implement a long-term facility strategy aligned with business goals.
Stay informed of emerging workplace trends (e.g., hybrid work, activity-based working).
Lead, mentor, and develop the in-house facilities team (technicians, coordinators).
Build strong relationships with department heads to understand their needs.
Negotiate and manage the corporate real estate lease portfolio (if applicable).
Act as the single point of contact for landlord issues (in a leased property).
Manage facilities communications for outages, projects, or emergencies.
Benchmark facility performance against industry standards.
Continuously improve facilities processes and procedures.
Represent the facilities function in senior leadership meetings.
Job Family
Administration, Operations and Facilities
Career Stream
Facilities
Leadership Pipeline
Manage Others
Job Purpose
To provide strategic and operational leadership in the management manage a mini portfolio of properties; one property or a specific facilities management function within a property, ensuring the seamless delivery of all hard and soft facilities management (FM) services. The role is responsible for creating a safe, efficient, compliant, and high-quality working environment that supports client business objectives, enhances asset value, and aligns with the overarching Group Property Services strategy.
Key Responsibilities
The responsibilities are categorized into core FM domains for clarity.
A. Strategic and Financial Management
Develop, manage, and control the annual facilities operational and capital expenditure (CAPEX) budgets for the portfolio.
Conduct regular financial analysis and forecasting to ensure optimal budget expenditure, identify cost-saving opportunities, and report on financial performance.
Authorise and control expenditure in line with delegated authority, ensuring all invoices (e.g., leases, service charges, contractor invoices) are validated and paid timeously.
Lead the strategic planning for lifecycle replacements and asset management, maintaining an accurate and up-to-date asset register for furniture, fixtures, and equipment (FF&E).
B. Hard Services Management (Building and Infrastructure)
Oversee the planning, scheduling, and execution of all preventive and corrective maintenance for MEP (Mechanical, Electrical, and Plumbing) systems, building fabric, and critical infrastructure.
Manage and ensure compliance of all hard service contractors (e.g., HVAC, electrical, lifts, fire systems, generators) against SLAs and Key Performance Indicators (KPIs).
Ensure all property assets and installations comply with relevant South African legislation, including the Occupational Health and Safety Act (OHSA), SANS codes, and environmental regulations.
Manage and project-manage minor works, office refurbishments, and co-location projects from inception to snagging and final handover, ensuring adherence to Nedbank policies and project timelines.
C. Soft Services Management (People and Environment)
Manage the delivery of all soft services to a high standard, including cleaning, waste management, pest control, landscaping.
Oversee office services such as space planning, moves/adds/changes (MAC), desk allocation, and reception services to optimize space utilization and meet tenant needs.
Monitor contractor performance for soft services, ensuring service levels are met and the workplace environment is consistently professional and hygienic.
D. Client and Stakeholder Management
Act as the primary point of contact for tenants and internal business unit clients, understanding their requirements and ensuring they are met and maintained.
Facilitate regular tenant meetings, providing input, ensuring compliance with lease conditions and house rules, and distributing formal minutes.
Build and maintain strong, collaborative relationships with clients, contractors, service providers, and internal stakeholders (e.g., IT, Security, Hospitality,HR).
E. Contract and Supplier Management
Manage the performance of all FM service providers through robust contract management, regular reviews, and performance scorecards.
Assist in the tendering process for new contracts, including scoping of work, vendor evaluation, and selection.
Ensure all service providers comply with contractual costs, scope, and delivery standards, taking corrective action where performance falls short.
F. Risk, Compliance and Business Continuity
Champion and enforce adherence to the Occupational Health and Safety Act (OHSA), conducting regular audits and risk assessments to ensure a safe working environment.
Mitigate operational risks by maintaining and testing Business Continuity Plans (BCP) for the portfolio, ensuring critical facilities can recover from disruptions.
Ensure all statutory compliance certificates are obtained and maintained (e.g., Electrical Compliance, Fire Installation).
Keep abreast of all relevant legislation, industry standards, and best practices that impact facilities management.
G. Leadership and Personal Development
Manage, mentor, and develop a team of facilities supervisors, facilities maintenance assistants, facilities administrators and artisans (if applicable).
Contribute to a culture conducive to the achievement of transformation goals by participating in Nedbank culture-building initiatives.
Ensure personal growth and effectiveness by completing all required training, obtaining relevant certifications, and staying abreast of developments in the FM field.
Qualifications and Experience
Category Requirement
Essential Qualifications Advanced Diploma / National 1st Degree in Facilities Management, Property Studies, Engineering, Construction Management, or a related field.
Preferred Qualifications • Certified Facility Manager (CFM) or equivalent. • Project Management Certification (e.g., PMP, PRINCE2).
Minimum Experience 5-7 years of comprehensive experience in a facilities management role, with a proven track record in managing both hard and soft services for a commercial property portfolio.
Technical / Professional Knowledge
FM Disciplines: In-depth knowledge of both Hard (MEP, building fabric) and Soft (cleaning, catering, space planning) FM services.
Financial Acumen: Budgeting, financial analysis, and cost control.
Project Management: Principles and methodologies for managing refurbishment and fit-out projects.
Legislation and Compliance: Thorough understanding of the OHSA, SANS 10400 (Building Regulations), Environmental Legislation, and other relevant laws.
Contract Management: Vendor and supplier management, SLA and KPI development.
Risk Management: Principles of operational risk, business continuity, and disaster recovery.
Systems and Software: High proficiency in Computerized Maintenance Management Systems (CMMS), CAFM (Computer-Aided Facility Management) software, and the MS Office Suite.
Business Communication: Excellent business writing and presentation skills.
Behavioural Competencies
Strategic Thinking: Ability to see the big picture and align FM activities with business goals.
Customer Focus: Dedicated to meeting the expectations and requirements of internal and external clients.
Problem Solving: Uses logic and rigorous methods to solve difficult problems with effective solutions.
Managing and Measuring Work: Clearly assigns responsibility for tasks and decisions; sets clear objectives and monitors process, progress, and results.
Driving for Results: Pursues everything with energy, drive, and a need to finish; consistently achieves results.
Building Effective Teams: Blends people into teams when needed; creates strong morale and spirit.
Communication: Is effective in a variety of formal and informal presentation settings; actively listens and gets clarification.