Introduction

The Portfolio Facilities Manager is responsible for the full technical, operational, and administrative management of a portfolio of buildings. This role combines the responsibilities traditionally fulfilled by a Building Manager, Facilities Manager, and Portfolio Facilities Manager, ensuring seamless service delivery, efficient building operations, stakeholder satisfaction, and full compliance with organisational and statutory requirements.

The incumbent is accountable for maintenance, operations, staff management, planning, ESG initiatives, procurement, budgeting, project management, and ensuring that all buildings under the portfolio are maintained in optimal, safe, and compliant condition.

Primary Purpose of the Job:

To lead, manage, plan, coordinate, and monitor all aspects of facilities and building management within the assigned property portfolio. This includes ensuring high-quality service delivery, maintaining strong relationships with stakeholders, implementing sustainability initiatives, ensuring compliance with health and safety regulations, and continuously improving operational efficiencies.

Key Performance Areas (KPAs):

1. Tenant & Stakeholder Relationships

• Ensure effective and proactive business relations with tenants and stakeholders.
• Respond to tenant queries and complaints, providing high‑quality service and effective solutions.
• Support property managers with operational matters affecting tenant satisfaction.

2. Building Operations & Maintenance

• Oversee all maintenance activities across the portfolio, including planned, preventative, and ad hoc repairs.
• Develop and manage a comprehensive Planned Preventative Maintenance (PPM) program.
• Ensure all critical equipment is maintained to required standards.
• Conduct regular building inspections and audits.
• Ensure buildings are kept in a safe, clean, and optimal operating condition.

3. Staff & Service Provider Management

• Lead and manage in‑house teams, including handymen and maintenance staff.
• Oversee outsourced service providers, contractors, and specialist teams.
• Allocate manpower, manage performance, and ensure compliance with work standards.
• Provide training, mentorship, and operational guidance to staff.

4. Procurement, Contracts & Financial Management

• Oversee procurement of goods and services in line with company policies.
• Manage service contracts, tenders, and SLAs.
• Prepare and manage operational budgets and cost forecasts.
• Identify cost‑saving opportunities and ensure value-for-money procurement.
• Maintain accurate documentation and financial records.

5. Health, Safety & Compliance

• Ensure full compliance with the Occupational Health and Safety Act, building regulations, SANS codes, and company policies.
• Implement safety programs and conduct inspections.
• Take charge of emergencies and ensure adequate response plans and backup resources.
• Maintain documentation for health and safety audits and inspections.

6. ESG & Sustainability

• Actively support and implement ESG and sustainability initiatives across the portfolio.
• Monitor utilities and energy-saving measures.
• Ensure compliance with green-building requirements where applicable.

7. Project Management

• Manage all maintenance and construction projects from planning to completion.
• Assist with tenant installation projects.
• Ensure projects are delivered on time, within scope and budget.

8. Administration & Reporting

• Maintain accurate records, inspections, maintenance logs, and compliance documentation.
• Compile operational, financial, and performance reports.
• Manage correspondence, documentation and ensure proper information flow.
  

Skills, Knowledge & Competency Requirements:

Job Knowledge

• OHSA and relevant regulations (essential)
• General building and technical maintenance
• Procurement processes
• CMMS / building management systems (advantageous)
• Thorough understanding of green building management

Skills

• Strong leadership and people management
• Problem solving & critical thinking
• Time management and prioritisation
• Advanced computer literacy (MS Office)
• Strong communication skills (written & verbal)
• Financial/budgeting skills
• Ability to work under pressure
• High attention to detail

Competencies

• Reliable, responsible, safety-conscious
• Technically capable & solutions‑driven
• Customer‑service oriented
• Quality‑focused
• Able to work independently and in a team
• Cost‑conscious and efficient
• Flexible with after‑hours availability

Education & Experience Requirements

• Grade 12 (essential)
• Technical/trade qualification (advantageous)
• Minimum 8–10 years’ experience in Facilities / Building Management
• Experience managing multiple buildings (essential)
• Experience in maintenance planning and scheduling
• Driver’s licence and own transport
• SAFMA accreditation (preferred)

Other Requirements

• Occasional weekend work and after‑hours call‑outs
• Ability to manage stress and high‑pressure environments
• Demonstrated leadership qualities and willingness to learn
• Will have to visit a building in Kimberley – every 3 months.