Background information about the job or company (e.g., role context, company overview)

Mitchell Cotts, founded in 1926, has evolved from a coal transport company into a leading logistics provider in East Africa, with significant contributions to the region's shipping and freight forwarding industry.

Overall Role Purpose:

The Facilities Officer is responsible for ensuring that company facilities are safe, functional, compliant, cost-effective, and fit for purpose. The role coordinates preventive and corrective maintenance, manages contractors and service providers, supports facility improvement projects, ensures compliance with health, safety and environmental (HSE) requirements, and drives efficient facility operations through effective planning, monitoring, and continuous improvement.

Responsibilities or duties

Facilities Maintenance & Operations

• Develop, maintain, and monitor preventive maintenance schedules for all company facilities and assets.
• Coordinate and oversee corrective maintenance and repair works.
• Conduct routine inspections of buildings, utilities, equipment, and work environments.
• Ensure facilities remain safe, clean, functional, and well-maintained.
• Monitor maintenance requests and ensure timely resolution of reported issues.
• Maintain accurate maintenance logs, service records, and asset information.

Contractor & Service Provider Management

• Coordinate contractors, technicians, suppliers, and service providers engaged in facility works.
• Supervise contractor performance against agreed specifications, timelines, and safety requirements.
• Verify completion of works and recommend approvals for payment.
• Support the sourcing and evaluation of contractors and service providers where required.

Facilities Projects & Improvements

• Support refurbishment, space optimization, renovation, and facility improvement projects.
• Assist in preparing scopes of work, bills of quantities (BOQs), and technical specifications.
• Monitor project progress, costs, and timelines.
• Coordinate stakeholders to ensure successful project implementation with minimal operational disruption.

Health, Safety, Environment & Compliance

• Ensure facility operations comply with company policies, HSE requirements, and statutory regulations.
• Conduct inspections to identify potential safety, environmental, and operational risks.
• Ensure contractors comply with safety requirements while working on company premises.
• Support sustainability, energy efficiency, and environmental initiatives.
• Assist during audits and regulatory inspections.

Asset & Inventory Management

• Maintain accurate records of facilities assets and maintenance history.
• Monitor stocks of maintenance materials, consumables, and spare parts.
• Coordinate replenishment of facility-related supplies.
• Support asset verification and periodic audits.

Budget & Cost Management

• Monitor maintenance and repair expenditure against approved budgets.
• Identify opportunities for cost optimization and efficient resource utilization.
• Obtain quotations and support procurement of maintenance-related requirements.
• Ensure prudent utilization of maintenance resources and materials.

Reporting & Continuous Improvement

• Prepare periodic facilities management reports.
• Track maintenance, contractor, and facility-related KPIs.
• Identify operational challenges and recommend improvement initiatives.
• Support implementation of standardized facility management processes and best practices.

Qualifications or requirements (e.g., education, skills)

Knowledge & Skills Required

• Knowledge of facilities management principles and practices.
• Understanding of civil, electrical, and mechanical maintenance systems.
• Knowledge of preventive and corrective maintenance planning.
• Ability to read and interpret technical drawings and specifications.
• Contractor supervision and coordination skills.
• Budget monitoring and cost control skills.
• Report writing and record management skills.
• Basic procurement and vendor management knowledge.
• Proficiency in Microsoft Office applications.
• Knowledge of HSE and regulatory requirements.

Experience needed

Education & Experience

• Diploma or Bachelor’s Degree in Engineering (Civil or Electrical) or a related field.
• Minimum 2–5 years’ experience in facilities management, maintenance coordination, property management, engineering support, or a similar role.
• Experience coordinating contractors and facility service providers.
• Knowledge of HSE and regulatory compliance requirements.
• Project management experience is an added advantage.
• Membership in a relevant professional body is an added advantage.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

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• Develop, maintain, and monitor preventive maintenance schedules for all company facilities and assets.
• Coordinate and oversee corrective maintenance and repair works.
• Conduct routine inspections of buildings, utilities, equipment, and work environments.
• Ensure facilities remain safe, clean, functional, and well-maintained.
• Monitor maintenance requests and ensure timely resolution of reported issues.
• Maintain accurate maintenance logs, service records, and asset information.
• Coordinate contractors, technicians, suppliers, and service providers engaged in facility works.
• Supervise contractor performance against agreed specifications, timelines, and safety requirements.
• Verify completion of works and recommend approvals for payment.
• Support the sourcing and evaluation of contractors and service providers where required.
• Support refurbishment, space optimization, renovation, and facility improvement projects.
• Assist in preparing scopes of work, bills of quantities (BOQs), and technical specifications.
• Monitor project progress, costs, and timelines.
• Coordinate stakeholders to ensure successful project implementation with minimal operational disruption.
• Ensure facility operations comply with company policies, HSE requirements, and statutory regulations.
• Conduct inspections to identify potential safety, environmental, and operational risks.
• Ensure contractors comply with safety requirements while working on company premises.
• Support sustainability, energy efficiency, and environmental initiatives.
• Assist during audits and regulatory inspections.
• Maintain accurate records of facilities assets and maintenance history.
• Monitor stocks of maintenance materials, consumables, and spare parts.
• Coordinate replenishment of facility-related supplies.
• Support asset verification and periodic audits.
• Monitor maintenance and repair expenditure against approved budgets.
• Identify opportunities for cost optimization and efficient resource utilization.
• Obtain quotations and support procurement of maintenance-related requirements.
• Ensure prudent utilization of maintenance resources and materials.
• Prepare periodic facilities management reports.
• Track maintenance, contractor, and facility-related KPIs.
• Identify operational challenges and recommend improvement initiatives.
• Support implementation of standardized facility management processes and best practices.

• Knowledge of facilities management principles and practices.
• Understanding of civil, electrical, and mechanical maintenance systems.
• Knowledge of preventive and corrective maintenance planning.
• Ability to read and interpret technical drawings and specifications.
• Contractor supervision and coordination skills.
• Budget monitoring and cost control skills.
• Report writing and record management skills.
• Basic procurement and vendor management knowledge.
• Proficiency in Microsoft Office applications.
• Knowledge of HSE and regulatory requirements.

• Diploma or Bachelor’s Degree in Engineering (Civil or Electrical) or a related field.
• Minimum 2–5 years’ experience in facilities management, maintenance coordination, property management, engineering support, or a similar role.
• Experience coordinating contractors and facility service providers.
• Knowledge of HSE and regulatory compliance requirements.
• Project management experience is an added advantage.
• Membership in a relevant professional body is an added advantage.