Facilities Manager

Position Title: Facilities Manager
Reports To: Chief Operating Officer

Key Result Areas / Duties (Job Context)

• Facilities, buildings and infrastructure management: Manage the upkeep, maintenance and operational readiness of estate buildings, hospitality facilities, production areas, offices, staff facilities, roads, parking areas, water systems, electrical systems, drainage, fencing, gates, signage and general infrastructure across Helderberg Mountain Vineyards’ operational sites.
• Planned and preventative maintenance: Develop, coordinate and monitor planned maintenance schedules for buildings, equipment, utilities and estate infrastructure to reduce breakdowns, protect assets and maintain operational continuity.
• Repairs, breakdowns and maintenance response: Receive, prioritise and resolve maintenance requests from farm, cellar, production, warehouse, hospitality, garden, security and administrative teams, ensuring urgent defects are addressed timeously and safely.
• Contractor and service provider management: Source, coordinate and oversee external contractors, suppliers and technical service providers for repairs, installations, inspections, compliance work and maintenance projects.
• Health, safety and compliance: Ensure facilities-related work is carried out in line with company policies, Occupational Health and Safety requirements, fire safety standards, safe contractor practices, PPE requirements and audit-readiness expectations.
• Asset, equipment and resource control: Monitor the condition, use, servicing and security of facilities-related tools, equipment, vehicles, workshop resources, maintenance materials, spare parts and consumables.
• Project and minor works coordination: Plan and oversee minor building works, refurbishments, upgrades, moves, installations and improvement projects, ensuring work is completed safely, cost-effectively and with minimal disruption.
• Operational coordination and disruption management: Coordinate maintenance work, repairs, contractor activities and project schedules with hospitality, cellar, production and operational teams to minimise disruption to guest-facing services, cellar operations, production requirements, events, trading periods and seasonal business priorities.
• Budget, procurement and cost control: Support annual facilities budgeting, obtain quotations, motivate expenditure, monitor maintenance costs, control consumables and ensure value for money in facilities-related procurement.
• Estate presentation and operational support: Maintain facilities and infrastructure to a standard that supports the company’s brand, guest experience, employee welfare, operational efficiency and readiness for inspections, audits, events and VIP visits.
• Reporting and administration: Maintain maintenance records, contractor documentation, service schedules, inspection reports, asset records, incident reports, job cards, quotations and expenditure information as required.

Knowledge – Education and Qualifications

• · Education: Grade 12 required; technical qualification in facilities management, building maintenance, electrical, plumbing, mechanical, construction, property management, project management, operations management or a related field advantageous.
• · Certifications/Licenses: Valid driver’s licence required. Health and safety, first aid, fire-fighting, working at heights, forklift, electrical, plumbing, water systems, refrigeration, generator, solar, irrigation or contractor management training advantageous.
• · Maintenance Planning and Scheduling: Training or practical certification in planned maintenance, preventative maintenance scheduling, work-order management, job-card systems, maintenance calendars, asset registers, service interval planning and breakdown follow-up processes advantageous.
• · Project Management: Basic project management training or certification advantageous, including scope planning, contractor coordination, timelines, budgets, risk management, quality checks, snag lists, handover documentation and post-project follow-up.
• · Facilities Management Systems: Experience or training in computerised maintenance management systems, Microsoft Planner, Excel-based maintenance schedules, SharePoint task tracking, asset registers, job-card logs, service schedules or similar facilities/work-order tracking tools advantageous.
• · Computer Skills and Microsoft Ecosystem knowledge: Strong computer literacy required, with practical working knowledge of the Microsoft ecosystem, including Outlook, Word, Excel, Teams, Planner and SharePoint. Ability to use SharePoint for document management, maintenance records, contractor files, task tracking, asset registers, approvals, shared calendars, reporting and collaboration across departments is advantageous.
• · Procurement and Contractor Management: Training or practical exposure to quotation processes, procurement controls, contractor appointment, service-level monitoring, contractor safety files, contractor induction, contractor performance management and invoice verification advantageous.
• · Building and Technical Compliance: Training or exposure to building maintenance compliance, fire systems, emergency preparedness, water systems, electrical safety, generator/solar support systems, HVAC/refrigeration, irrigation, drainage, access control and general estate infrastructure advantageous.
• · Health, Safety and Risk Management: Health and safety representative, incident investigation, risk assessment, safe-work permits, contractor induction, working at heights, fire-safety and emergency response training advantageous.
• · Other Qualifications: Practical knowledge of building maintenance, technical repairs, facilities systems, planned and preventative maintenance scheduling, job-card/work-order systems, contractor supervision, basic project management, procurement controls, health and safety requirements, risk management, asset registers and estate operating standards.

Knowledge – Experience

• Required Experience: Minimum 5 years’ experience in facilities, maintenance, estate operations, property management, construction, technical services or a related operational environment, including responsibility for coordinating repairs, contractors and maintenance teams.
• Preferred Experience: Experience in a wine estate, hospitality, agriculture, production, warehousing, restaurant, property, farm or multi-site environment where guest-facing presentation, safety, uptime and practical problem solving are important.

Knowledge – Skills and Competencies

• Technical/Professional Skills: Facilities maintenance planning, building and infrastructure upkeep, contractor coordination, basic understanding of electrical, plumbing, mechanical, water, drainage, HVAC, fire safety, security systems and workshop operations.
• · Digital and Administrative Systems: Competent use of Microsoft 365 tools to manage maintenance workflows, communicate priorities, update shared records, maintain digital filing structures, track tasks and support audit-ready documentation through SharePoint and related platforms.
• · Financial Acumen and Pricing Knowledge: Sound financial acumen with the ability to understand facilities-related costs, assess value for money, compare quotations, identify pricing irregularities, evaluate contractor proposals against market and industry norms, and support commercially responsible project decisions.
• Behavioral Competencies: Practical problem solving, accountability, urgency, planning, cost awareness, attention to detail, reliability, safety discipline, service orientation and ability to remain calm under operational pressure.
• Communication Skills: Ability to communicate maintenance priorities clearly, coordinate with managers and contractors, explain technical issues in practical terms, escalate risks appropriately and maintain accurate records.
• Languages: Afrikaans and English preferred; additional local language skills advantageous for communicating with operational teams, contractors and employees across sites.

Problem Solving (Complexity)

• The role manages a broad range of practical, technical and operational problems involving buildings, utilities, water systems, equipment, guest-facing areas, production support areas, roads, security infrastructure and contractor activities.
• Work is varied and often disrupted by urgent breakdowns, safety hazards, event requirements, weather damage, guest-facing defects, water or power issues, and operational deadlines across multiple departments.
• The role requires practical judgement to diagnose issues, prioritise urgent risks, determine whether work can be handled internally or must be outsourced, and coordinate solutions with minimal disruption.
• Complex technical, legal, structural, budgetary or high-risk matters are escalated to the Estate Manager, COO or relevant senior manager for approval and specialist input.

Decision-Making (Judgement & Autonomy)

• Decision Limits/Escalation: May prioritise maintenance requests, stop unsafe work, remove defective equipment from use, call approved service providers for urgent operational issues and recommend repairs, upgrades or replacements. Escalates major expenditure, structural issues, legal compliance concerns, serious safety risks, contractor disputes and matters outside delegated authority.
• Guidelines & Autonomy: Works within approved budgets, company policies, health and safety rules, procurement procedures, maintenance standards and management instructions. Exercises day-to-day autonomy in sequencing maintenance work, coordinating contractors, resolving operational defects and maintaining facilities readiness.

Pressure of Work

• Deadlines & cycles: Works to daily maintenance demands, weekly inspection routines, seasonal estate requirements, harvest support needs, hospitality trading periods, audit schedules, event deadlines and planned maintenance cycles.
• Peak periods: High pressure before harvest, major hospitality events, audits, peak tourism periods, fire-risk periods, severe weather events and production or bottling deadlines.
• Urgency & interruptions: Breakdowns, water leaks, electrical faults, blocked drains, security issues, fire safety defects, guest-facing failures and contractor delays may require immediate action and reprioritisation.
• Simultaneous priorities: Must balance safety, guest experience, production uptime, cost control, contractor availability, staff welfare, estate presentation and long-term asset protection.

Comprehension / Communication

• Internal Contacts: Regular interaction with Operations, COO, Farm Managers, Estate Managers, Hospitality Managers, Maintenance, Garden, Vineyard, Cellar, Production, Warehouse, Security, Finance, HR and Health and Safety representatives.
• External Contacts: Contractors, suppliers, electricians, plumbers, builders, refrigeration technicians, fire safety providers, security providers, equipment service agents, municipal or utility representatives, insurers, consultants and auditors where required.
• · Communication Skills Required: Must communicate clearly and assertively, translate operational needs into practical maintenance actions, coordinate with hospitality and cellar teams to minimise operational disruption, negotiate with service providers, manage expectations and report progress, risks, costs and delays accurately.

Job Impact – Supervisory / Management Responsibilities

• Direct Reports: May supervise maintenance staff, handymen, cleaners, gardeners or facilities assistants depending on final structure.
• Indirect Reports: Coordinates contractors, service providers, temporary workers and cross-functional teams during repairs, projects, events, inspections and facilities-related work.
• Supervisory Scope: Responsible for allocating maintenance tasks, monitoring workmanship, ensuring safe work practices, coordinating contractor access, checking completed work, supporting performance feedback and escalating conduct, safety or capability concerns.

Job Impact – Financial / Resources

• Budget Management: Manages or contributes to the facilities and maintenance budget as delegated, including planned maintenance, repairs, contractor costs, consumables, tools, equipment and minor works.
• Revenue/Cost Impact: Significant indirect impact on guest experience, brand reputation, production continuity, asset lifespan, safety performance, insurance risk, compliance outcomes and operational efficiency.
• · Financial Authority:_ May obtain, compare and evaluate quotations, assess pricing against industry norms, identify cost variances, recommend preferred suppliers or contractors, and support project cost management within procurement procedures. Approval of purchases, contracts, capital expenditure and major repairs remains subject to delegated authority and management approval._

Job Impact – Consequences of Error / Risk

• Poor facilities management may result in operational downtime, guest complaints, safety incidents, fire or security risks, equipment damage, building deterioration, water wastage, production disruption, audit findings, regulatory exposure and avoidable costs.
• Failure to manage contractors safely may expose the company to injury, property damage, non-compliance, poor workmanship, project delays and reputational harm.
• Inadequate preventative maintenance can increase emergency repairs, shorten asset lifespan, disrupt hospitality or production operations and create avoidable financial loss.
• Controls include management oversight, approved supplier processes, inspection routines, maintenance records, health and safety procedures, budget controls, escalation protocols and post-work checks.

Application Question(s):

• Do you have a technical qualification in facilities management, building maintenance, electrical, plumbing, mechanical, construction, property management, project management, operations management or a related field?
• Do you have training or practical certification in planned maintenance, preventative maintenance scheduling, work-order management, job-card systems, maintenance calendars, asset registers, service interval planning and breakdown follow-up processes?

Education:

• High School (matric) (Preferred)

Experience:

• facilities, maintenance, estate operations: 5 years (Required)

Location:

• Stellenberg, Western Cape (Required)

Work Location: In person