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.