SENIOR FACILITIES AND FLEET OFFICER

Role Purpose

To support the day-to-day management of Group Office facilities, utilities, fleet operations, and maintenance activities by ensuring effective facility upkeep, vehicle compliance, supervision of support staff, and proper documentation of facility and fleet operations in line with Group policy and operational standards.

Reports directly to:

Facility Manager

Business Unit:

Group Office / Project Management Office (PMO)

Internal & External Relationships

Internal:

• Facility Manager 

• Administration Department 

• Human Capital Department 

• Security Unit 

• Finance Department 

• Procurement Unit 

• Drivers and Transport Unit 

• Cleaners and Support Staff 

External:

• Maintenance Vendors 

• Mechanics and Accredited Service Providers 

• Insurance Companies 

• DVLA and Roadworthiness Authorities 

• Utility Providers 

• Contractors and Suppliers 

• Emergency Services where required 

KEY RESULT AREAS

• Smooth daily facility operations 

• Timely maintenance support and issue resolution 

• Effective supervision of cleaning and support staff 

• Vehicle servicing coordination and statutory compliance 

• Accurate fleet documentation and maintenance records 

• Proper support for facility-related projects 

• Compliance with Group vehicle and facility management policies 

KEY RESPONSIBILITIES

Facility Operations Support

• Monitor daily facility operations and promptly report maintenance issues 

• Coordinate repairs and minor maintenance activities within the office premises 

• Support monitoring of electricity systems, generators, water supply, plumbing systems, and office utilities 

• Ensure the office environment remains safe, functional, and properly maintained 

Fleet and Vehicle Administration

• Track vehicle servicing schedules and maintenance requirements 

• Ensure vehicles due for servicing are reported and scheduled within the required timelines 

• Coordinate repairs, servicing, insurance renewals, and annual roadworthiness renewals  

• Maintain accurate records of vehicle documentation, compliance status, and service history 

• Ensure proper filing of insurance details and statutory vehicle records 

Vehicle Safety and Compliance

• Monitor compliance with vehicle safety requirements including valid licenses, seat belt use, and safe vehicle conditions 

• Support accident reporting procedures and documentation when incidents occur 

• Ensure vehicle abnormalities are reported promptly to the Facility Manager 

• Verify that only approved workshops and service providers are engaged for repairs  

Cleaning and Support Staff Supervision

• Supervise cleaners and janitorial staff on daily assignments 

• Monitor cleanliness standards across office facilities 

• Ensure cleaning materials and supplies are available and properly managed 

• Escalate operational issues to the Facility Manager where necessary 

Project and Contractor Support

• Support the Facility Manager in executing facility-related projects 

• Coordinate contractor access, work schedules, and maintenance supervision 

• Assist with project monitoring and service completion tracking 

• Support vendor performance monitoring and contractor compliance 

Documentation and Reporting

• Maintain facility maintenance logs and service records 

• Prepare reports on repairs, incidents, servicing, and maintenance activities 

• Track inventory for facility supplies and maintenance materials 

• Support proper documentation for vehicle disposal and replacement where required 

JOB SPECIFICATION

Competencies

• Strong coordination and follow-up skills 

• Good supervision and operational support capability 

• Strong attention to detail 

• Good problem-solving ability 

• Strong interpersonal and communication skills 

• Ability to manage multiple tasks effectively 

• Reliability and accountability 

• Good record-keeping and reporting ability 

Education / Experience

• Minimum Bachelor’s Degree or HND in Facilities Management, Engineering, Estate Management, Building Technology, Administration, or related field 

• Minimum 3-5 years’ relevant experience in facilities operations, maintenance coordination, or administrative support 

• Experience in fleet coordination, facility operations, and compliance management is an advantage 

Knowledge & Skills

• Facility operations and maintenance support 

• Fleet administration and vehicle compliance processes 

• Insurance and roadworthiness coordination 

• Vendor and contractor coordination 

• Documentation and reporting 

• Basic workplace health and safety knowledge 

• Microsoft Office applications 

Personal Attributes

• Responsible and dependable 

• Strong work ethic 

• Proactive and responsive 

• Team-oriented  

• Good judgment and professionalism 

• Flexible with working hours where operational demands require 

• High integrity and discipline