Senior Facilities and Fleet Officer
JGC Group · GH
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