Facilities Executive

Purpose

To ensure efficient, safe, and cost-effective day-to-day management of site facilities and support services, including office cleaning and associated services, catering, contractor management, and compliance. The role is responsible for maintaining high standards of service delivery while ensuring operational continuity, safety, and regulatory compliance.

KEY ACCOUNTABILITIES

Operations & Service Delivery

Manage day-to-day facility operations including buildings and site services

Ensure all facilities are maintained in a safe, functional, and compliant condition.

Coordinate planned and reactive maintenance activities to minimize disruptions.

Monitor service levels for outsourced services (cleaning, security, pest control, landscaping, etc.)

Ensure timely resolution of facility-related issues raised by site users.

Daily tracking and address complaints from users

Daily Gemba walks to identify areas of focus

Weekly facilities report, highlighting key KPIs and areas of focus for subsequent week

Leadership

Drive accountability across contractors through structured performance management

Apply data-driven decision-making to optimize facilities cost and reliability

Demonstrate zero-tolerance approach to safety and compliance breaches

Set an example of personal excellence by consistently demonstrating behaviours aligned to our BAT values and HPO principles by supporting teamwork and proactively seeking opportunities to develop self and others.

Consistently demand discipline of self and others to raise standards and deliver stretch results.

Actively participate in Gap analysis and troubleshooting by using IWS problem solving and improvement tools.

Contractor & Vendor Management

Manage third-party service providers and ensure adherence to SLAs and contracts as per contracts and procurement management policies and procedures

Perform supplier performance evaluations and reviews as per contract/SLAs and drive corrective actions where required

Support procurement in vendor selection, contract negotiations, and renewals.

Ensure contractor compliance with safety, legal, and site requirements.

Ensure timely issuance of Purchase orders, services requests and GRNs

Track vendor/supplier payments and ensure no overdue invoices

Training contractors on work procedures and continual improvement tools

Health, Safety & Compliance

Ensure all facilities operations comply with EHS standards and statutory regulations.

Conduct regular safety inspections, audits, and risk assessments for facilities.

Drive compliance with fire safety, building codes, and occupational health requirements.

Support incident investigations related to facilities and implement corrective actions.

Support company events set up (operations, marketing, high profile visits etc)

Financial & Cost Management

Monitor and control facilities-related OPEX within approved budgets.

Identify and implement cost-saving initiatives without compromising service quality.

Track consumables and spares consumption trends and support efficiency improvement initiatives.

Support CAPEX planning and execution for facilities upgrades and improvements.

Asset & Infrastructure Management

Maintain an updated asset register for facilities and ensure lifecycle management.

Ensure preventive maintenance programs are in place and adhered to.

Support infrastructure upgrades, refurbishments, and minor projects.

Drive continuous improvement of facilities reliability and performance.

Relationship Management

Act as the key point of contact for all facilities-related matters within the site.

Collaborate with internal departments to ensure facilities support operational needs.

Communicate service performance, issues, and improvement actions to stakeholders.

Maintain a good relationship with external stakeholders (local authorities and contractors) to ensure seamless service delivery and continuity.

Continuous Improvement & Governance

Drive implementation of best practices in facilities management.

Support development and enforcement of SOPs, policies, and controls.

Monitor KPIs and report on facilities performance metrics.

Contribute to digitalization and efficiency initiatives in facilities management.

Periodic review of SOPs to ensure the right control environment is maintained.

EXPERIENCE, SKILLS, KNOWLEDGE

ESSENTIAL

Key Success Factors

Facilities uptime / availability

SLA adherence for contractor services

Maintenance completion rates (planned vs reactive)

EHS compliance (audit scores, incident rates)

Budget adherence (OPEX)

Customer complaints & Stakeholder satisfaction

Zero overdue invoices/Service requests

Zero split/retrospective POs

Functional S
kills & Competencies

Strong operational and problem-solving skills as per IWS methodology

Vendor and contract management

Financial and cost control awareness

Planning and organizational skills

Continuous improvement mindset

Leadership Expectations

Effective stakeholder engagement and collaboration across functions

Strong communication skills, with the ability to influence at all levels

Strong ownership and accountability

Proactive and solution-oriented

High integrity and compliance-driven

Ability to work in a fast-paced operational environment

Education/Experience/Qualifications Requirements.

STEM related degree e.g. Engineering, Facilities Management or Spatial Planning

Knowledge of Integrated Work Systems (IWS) way of working

Experience in facilities or operations management

Experience managing contractors and service providers

Strong understanding of EHS and regulatory requirements

Strong interpersonal, communication, and influencing skills