Facilities Contract Manager at HF Group

Principle Accountabilities

Contract Management

• Develop, review, and negotiate facilities service contracts in line with organizational policies.
• Ensure that all contracts meet legal, safety, and compliance requirements.
• Monitor vendor performance against agreed KPIs, SLAs, and budgets.
• Manage contract renewals, terminations, and amendments as necessary

Facilities Operations Oversight

• Ensure the efficient delivery of facilities services including cleaning, security, maintenance, landscaping, and waste management.
• Coordinate preventive and corrective maintenance schedules for buildings and equipment.
• Liaise with internal stakeholders to ensure facilities meet operational needs.

Vendor Relationship Management

• Serve as the primary liaison between the organization and facilities service providers.
• Conduct regular vendor evaluations and performance reviews.
• Resolve disputes or service delivery issues promptly.

Compliance & Risk Management

• Ensure all facilities contracts comply with occupational health and safety standards, environmental regulations, and corporate governance policies.
• Maintain accurate records of compliance audits, inspections, and incident reports.

Budgeting & Cost Control

• Prepare and monitor the facilities management budget in relation to contracted services.
• Identify cost-saving opportunities without compromising service quality

Reporting & Documentation

• Maintain up-to-date contract registers and vendor documentation.
• Provide regular facilities performance reports to senior management.
• Recommend improvements in facilities service delivery and vendor management

Leadership and Development

• Build and lead a high-performing team, fostering a culture of collaboration, accountability, and continuous learning.
• Provide guidance, mentorship, and professional development opportunities to team members.
• Set clear performance expectations and provide regular feedback and performance evaluations.
• Promote a positive and inclusive work environment that encourages teamwork and innovation.

Key Competencies and Skills

Technical competencies

• Excellent negotiation and contract drafting skills.
• Strong vendor management and relationship-building skills
• Familiarity with building codes, health and safety regulations, and sustainability standards.
• Ability to interpret and apply contractual terms, service level agreements (SLAs), and key performance indicators (KPIs)
• Expertise in contract compliance, dispute resolution, and ensuring adherence to legal and regulatory frameworks
• Expertise in project management for facilities upgrades, renovations, or capital projects
• Ability to design and track performance scorecards for contractors and vendors
• Competence in using ERP systems for procurement, contract tracking, and vendor payments
• Strong MS Excel and data analytics skills for cost analysis, reporting, and trend identification
• Competence in invoice verification, contract billing, and reconciliation of service provider payments

Leadership competencies

• Performance Management
• Strategic orientation
• Result orientation and execution excellence
• Strong communication and team management skills
• Strong interpersonal skills, ability to interact effectively with clients and colleagues.
• Self-Starter with plenty of initiative to innovate, change or develop old ideas into new opportunities and enjoys a fast-paced exciting environment with a commitment to achieving results
• Ability to communicate complex performance and strategy concepts clearly and persuasively.

Minimum Qualifications, Knowledge and Experience

Academic & Professional

• Bachelor’s Degree in Built Environment, Business Administration, Finance or any other related field.
• Professional certification in Contract Management, Procurement, or Facilities Management (e.g., CIPS, IFMA) is an added advantage.
• Project Management Certification is a requirement

Experience

• Minimum 5 years’ experience in facilities or contract management, preferably in a corporate or real estate environment.
• Strong knowledge of contract law, procurement processes, and vendor management.