Facility and Support Service Manager

The Facility and Support Service Manager is responsible for planning, coordinating, and overseeing facility management, administrative support services, maintenance, housekeeping, security, utilities, transportation, and other non-clinical support functions of the hospital. The role ensures that healthcare facilities remain safe, clean, functional, compliant, and conducive to high-quality patient care and staff productivity.

The Facility and Support Manager coordinates with clinical, administrative, biomedical, procurement, finance, and other departments to ensure uninterrupted support services and efficient utilization of organizational resources. The position also oversees facility maintenance, workplace safety, service providers, and emergency preparedness while promoting cost efficiency, quality, and continuous improvement.

KEY RESPONSIBILITIES:

Facility Management and Maintenance Duties:

• Develop and implement facility management plans, policies, procedures, and preventive maintenance programs.
• Oversee the operation, maintenance, and proper functioning of hospital buildings, facilities, utilities, and common areas.
• Coordinate preventive and corrective maintenance of electrical, plumbing, HVAC, water supply, sanitation, generators, elevators, and other facility systems.
• Monitor facility conditions and identify maintenance, repair, renovation, and improvement requirements.
• Coordinate with Biomedical Engineering on facility-related requirements affecting medical equipment and clinical operations.
• Ensure timely response to facility breakdowns and emergencies to minimize disruption to patient care.
• Maintain appropriate maintenance schedules, records, service reports, and facility documentation.
• Support facility expansion, renovation, construction, and improvement projects as required.

Housekeeping, Hygiene and Environmental Support Duties:

• Oversee housekeeping, cleaning, waste management, laundry, and other environmental support services.
• Ensure high standards of cleanliness, hygiene, sanitation, and infection-prevention practices throughout hospital facilities.
• Monitor cleaning schedules, quality standards, supplies, equipment, and staff performance.
• Coordinate proper segregation, handling, storage, and disposal of healthcare and general waste in collaboration with relevant departments.
• Work closely with Infection Prevention and Control teams to address environmental hygiene requirements.
• Conduct routine facility inspections and implement corrective actions where standards are not met.

Security and Safety Management Duties:

• Coordinate hospital security services and ensure adequate protection of patients, staff, visitors, assets, and facilities.
• Develop and implement facility security procedures, access-control measures, incident reporting, and emergency response arrangements.
• Monitor security service providers and evaluate their performance.
• Coordinate fire safety, evacuation preparedness, emergency drills, and disaster-response activities.
• Ensure fire extinguishers, alarms, emergency exits, signage, and other safety systems are regularly inspected and maintained.
• Identify facility-related occupational health and safety risks and coordinate appropriate corrective measures.

Utilities and Operational Support Duties:

• Monitor reliable availability of electricity, water, oxygen-related facility infrastructure, sanitation, fuel, waste services, and other essential utilities.
• Coordinate generator operation, fuel management, water systems, and other critical facility-support systems.
• Establish contingency arrangements for critical utility interruptions.
• Monitor utility consumption and identify opportunities for cost reduction and efficient resource utilization.
• Coordinate transportation, drivers, vehicle maintenance, and other logistical support services where assigned.
• Ensure support services are available to meet the operational requirements of clinical and administrative departments.

Vendor and Contract Management Duties:

• Coordinate outsourced facility and support services, including cleaning, security, maintenance, waste management, laundry, transport, and other service contracts.
• Monitor contractor performance against agreed service standards and contractual requirements.
• Conduct regular service-provider performance evaluations and recommend corrective actions.
• Coordinate with Procurement and Finance on service contracts, invoices, renewals, and budget requirements.
• Resolve operational issues with contractors and service providers in a timely and professional manner.

Budget and Resource Management Duties:

• Develop annual facility and support service plans and budgets.
• Monitor expenditures and ensure facility-related activities remain within approved budgets.
• Identify opportunities for cost savings, resource optimization, and operational efficiency.
• Monitor consumption of utilities, maintenance materials, cleaning supplies, fuel, and other support resources.
• Prepare facility performance, expenditure, maintenance, and service reports for management review.

Leadership and Administrative Duties:

• Supervise, mentor, and evaluate facility and support service staff.
• Assign responsibilities, monitor performance, and ensure achievement of departmental objectives.
• Establish service standards, work schedules, performance indicators, and accountability mechanisms.
• Ensure facility-related records, maintenance logs, contracts, inspection reports, and other documentation are properly maintained.
• Coordinate effectively with clinical, administrative, finance, procurement, HR, security, biomedical, and other departments.
• Participate in management meetings and contribute to organizational planning and decision-making.

Compliance, Quality and Risk Management Duties:

• Ensure facility and support activities comply with applicable Ethiopian laws, healthcare standards, occupational safety requirements, environmental requirements, and organizational policies.
• Support hospital licensing, accreditation, inspection, and quality-improvement activities.
• Identify and mitigate facility, operational, safety, security, and service-continuity risks.
• Maintain appropriate emergency preparedness and business-continuity arrangements.
• Support internal and external audits by providing accurate facility and support-service records.
• Promote a culture of safety, accountability, service excellence, and continuous improvement.

Other Duties as Required:

• Support emergency and disaster-response activities.
• Participate in quality improvement, accreditation, and organizational development initiatives.
• Provide timely facility and operational support during critical situations.
• Perform other duties assigned by senior management.

• Bachelor’s Degree in Facilities Management, Engineering, Business Administration, Management, Logistics, Construction Management, or a related field.
• Minimum of five (5) years of progressive experience in facility management, administration, operations, or related support services, with at least two (2) years in a supervisory or managerial role.
• Experience in healthcare, hospital, pharmaceutical, hotel, commercial, or other complex facility environments is highly preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong knowledge of facility management, maintenance, utilities, housekeeping, security, and support-service operations.
• Good understanding of occupational health and safety, fire safety, environmental management, and healthcare facility requirements.
• Strong contractor, vendor, and service-provider management skills.
• Excellent planning, coordination, problem-solving, and organizational abilities.
• Strong budgeting, cost-control, and resource-management skills.
• Proficiency in Microsoft Office applications, particularly Excel.
• Ability to develop and monitor service standards, KPIs, schedules, and maintenance plans.
• Strong leadership, team-management, and interpersonal skills.
• Excellent communication and report-writing abilities.
• High level of integrity, accountability, responsiveness, and attention to detail.
• Ability to work under pressure and manage multiple priorities in a fast-paced healthcare environment.