Facility Manager – Interior Decoration and Workplace Experience

Department: Administration / Facilities
Reports To: ASM Operations
Direct Reports: Maintenance Staff, Cleaners, Facility Assistants and Vendors as applicable

Job Purpose

• The Facility Manager is responsible for the efficient management, maintenance, functionality, safety, appearance and overall user experience of the organization’s physical facilities.
• A key component of the role is to lead the organization’s interior decoration, aesthetics and workplace presentation, ensuring that offices, reception areas, clinical/service areas, waiting spaces, meeting rooms and other facilities are attractive, comfortable, functional, professional and aligned with the organization’s brand and standards.
• The role combines facility operations, preventive maintenance, space management, interior decoration, vendor coordination, health and safety, asset protection and workplace experience.

Key Responsibilities
Facility Management & Operations:

• Manage the day-to-day operation, functionality and appearance of all organizational facilities.
• Conduct regular facility inspections and identify maintenance, repair, safety and aesthetic requirements.
• Develop and implement preventive and corrective maintenance schedules.
• Ensure buildings, offices, furniture, fixtures, equipment and common areas remain functional and presentable.
• Coordinate repairs involving electrical, plumbing, carpentry, air-conditioning, painting, flooring, lighting and other facility systems.
• Monitor the condition of facility infrastructure and escalate major defects requiring specialist intervention.
• Maintain appropriate records of facility assets, repairs, maintenance activities and service history.
• Ensure facilities are prepared for meetings, events, inspections, visitors and other organizational activities.

Interior Decoration & Aesthetic Management:

• Lead the interior decoration and aesthetic presentation of organizational spaces.
• Develop decoration concepts for offices, reception areas, waiting rooms, corridors, meeting rooms, staff areas and other spaces.
• Ensure the organization’s interior environment reflects its brand identity, values, professionalism and service standards.
• Recommend appropriate colour schemes, wall finishes, artwork, furniture, curtains/blinds, lighting, plants, accessories and decorative elements.
• Coordinate office makeovers, refurbishments, renovations and redecoration projects.
• Develop mood boards, design concepts and basic space layouts where required.
• Work with interior designers, architects, contractors and suppliers to implement approved designs.
• Ensure furniture and decorative items are appropriately positioned to maximize functionality, comfort, space utilization and visual appeal.
• Periodically review facility aesthetics and recommend improvements.
• Ensure decorations remain professional, tasteful, durable and appropriate for the organization’s operational environment.
• Establish standards for cleanliness, visual presentation, colour consistency, furniture arrangement and general ambience.
• Ensure signage, artwork, branding materials and directional displays are appropriately positioned and maintained.
• Coordinate seasonal or event-related decorations where required while maintaining organizational standards.

Space Planning & Workplace Experience:

• Assess how existing spaces are being used and identify opportunities for improved space utilization.
• Develop practical space arrangements that support productivity, patient/customer experience and employee wellbeing.
• Coordinate office moves, relocations, workstation changes and departmental reconfigurations.
• Ensure furniture layouts allow appropriate movement, accessibility, privacy and safety.
• Recommend furniture and fittings based on functionality, durability, ergonomics and aesthetics.
• Create welcoming and comfortable environments for employees, clients, patients, visitors and other stakeholders.
• Monitor user feedback regarding facility comfort, appearance and functionality.

Maintenance & Repairs:

• Coordinate routine and emergency maintenance activities.
• Develop preventive maintenance plans for building infrastructure and equipment.
• Monitor maintenance contractors and service providers to ensure quality and timely delivery.
• Verify completed maintenance work before closure of work orders.
• Ensure contractors comply with organizational safety and facility requirements.
• Maintain a maintenance log and track outstanding facility issues until resolution.
• Reduce avoidable facility downtime through proactive maintenance.

Vendor & Contractor Management:

• Source and coordinate qualified vendors for facility, decoration, renovation and maintenance projects.
• Obtain quotations and support procurement processes in line with organizational policies.
• Evaluate contractor workmanship, reliability, cost and adherence to agreed specifications.
• Monitor contractor performance against agreed timelines, budgets and quality standards.
• Maintain a database of approved facility and decoration vendors.
• Negotiate service requirements and escalate poor performance where necessary.

Cleanliness, Hygiene & Environmental Standards:

• Monitor the standard of cleanliness across the organization’s facilities.
• Coordinate cleaning schedules and inspect cleaning quality.
• Ensure washrooms, reception areas, offices, waiting areas and common spaces meet established standards.
• Monitor waste management and appropriate disposal practices.
• Ensure appropriate ventilation, lighting, temperature and general environmental comfort.
• Implement facility presentation standards and inspection checklists.

Furniture, Fixtures & Facility Assets:

• Maintain an accurate inventory of furniture, fittings and facility-related assets.
• Monitor the condition and useful life of furniture and decorative items.
• Recommend repair, replacement or disposal where necessary.
• Ensure newly purchased furniture and fixtures are consistent with approved design and workplace standards.
• Prevent misuse, damage and unauthorized movement of facility assets.

Projects, Renovations & Refurbishments:

• Coordinate facility improvement, renovation and refurbishment projects.
• Develop project timelines and monitor implementation.
• Liaise with contractors, designers, suppliers and internal stakeholders.
• Inspect work at different stages to ensure compliance with specifications.
• Identify and resolve project-related issues promptly.
• Conduct final inspections before project handover.
• Maintain documentation relating to completed projects.

Stakeholder & Service Management:

• Respond promptly to facility-related requests from employees and other users.
• Establish an effective facility request and resolution process.
• Work closely with HR, Administration, Finance, IT, Security and departmental heads on facility requirements.
• Ensure facility arrangements support organizational events and operational needs.
• Maintain a professional and service-oriented approach when dealing with staff, clients, patients, visitors and contractors.

Qualifications

• Bachelor's degree or HND in Facilities Management, Estate Management, Building Technology, Architecture, Interior Design, Engineering, Quantity Surveying, Business Administration or a related field.
• Professional certification in Facilities Management, Project Management, Interior Design or a related discipline is an advantage.
• Minimum of 5–8 years' relevant experience in facility management, administration, property management, hospitality, healthcare, corporate facilities or a related environment.
• Demonstrable experience managing interior decoration, refurbishment, renovation or workplace improvement projects.
• Experience managing contractors, suppliers and facility budgets.