General Services / Facilities Officer

Role Overview

The General Services / Facilities Officer is responsible for ensuring that the company's physical environment is maintained as a safe, secure, and efficient workspace for employees and visitors. This includes overseeing office infrastructure, managing company assets, coordinating vehicle use and travel arrangements, and maintaining vendor relationships.

Key Duties and Responsibilities

• Ensure the company's facilities provide a protected and productive environment for staff and clients.
• Oversee the maintenance of office premises and ancillary services, ensuring these align with agreed service standards (SLAs).
• Keep an accurate and current asset register for all company property, managing tagging, monitoring, and lifecycle processes including acquisition, upkeep, and disposal.
• Serve as the primary custodian of all physical assets, advising on replacements and disposals as needed.
• Administer the allocation and scheduling of pool vehicles to support operational needs effectively.
• Arrange alternative transportation options, such as ride-hailing services, when required.
• Maintain comprehensive and updated vehicle records including documentation and service history.
• Guarantee adherence to company vehicle policies and comply with applicable regulatory requirements.
• Identify, assess, and recommend vendors that offer the best value and service quality.
• Maintain and update a reliable listing of approved suppliers including hotels, travel agencies, and service providers.
• Establish and nurture robust vendor partnerships to sustain uninterrupted service delivery.
• Coordinate all travel logistics for both local and international trips, encompassing flights, accommodation, transport, and required documentation.
• Supervise operational personnel including drivers, security teams, dispatch riders, and cleaning staff to maintain high standards of performance and accountability.
• Manage courier and official correspondence services, ensuring accurate record-keeping of company communications and documentation.
• Oversee tenancy agreements and manage related invoicing for office spaces and any sub-tenants.
• Enforce strict compliance with workplace health and safety regulations including fire safety policies.
• Conduct regular inspections to confirm adherence to safety guidelines and internal company policies.

Qualifications, Experience and Competencies

• Bachelor's Degree or Higher National Diploma in Purchasing & Supply, Logistics, Business Administration or a related discipline.
• Additional professional certifications such as CIPS are advantageous.
• At least 3 to 5 years' work experience in facilities management, procurement, or general services roles.
• Strong skills in planning, coordination, and organizational management.
• Demonstrated ability in procurement processes and vendor management.
• Knowledgeable in fleet and facilities management best practices.
• Proficient negotiation and cost control capabilities.
• Meticulous record-keeping and documentation skills.
• Capable of overseeing multiple service providers efficiently.
• Excellent interpersonal skills and stakeholder relationship management.
• High ethical standards with sharp attention to detail.