Facility Management Assistant

Job Title: Facility Management Assistant (PT)
Job Category: Level I – Entry Level/Support Services
Subsidiary Company: ECOREFiX
Job Location: Dansoman, Accra (On-site)
Job ID: ECR/04/2025/S012
Job Posted: February 10, 2025
Application Due Date: February 15, 2025
Monthly Wage: GH₵ 1,500.00

Job Summary

The Facility Management Assistant will support the Facility Management Department by performing tasks related to general cleaning, gardening or landscaping, and facility inspections of properties owned by clients. The role ensures that the facility is well-maintained, clean, safe, and aesthetically pleasing.

Key Responsibilities

  • Perform routine cleaning tasks such as sweeping, mopping, dusting, and vacuuming.
  • Clean and sanitize restrooms, break rooms, offices, and common areas.
  • Manage waste disposal, including recycling and proper disposal of hazardous materials.
  • Coordinate with external janitorial services, if applicable.
  • Ensure all trash and recycling bins are emptied and cleaned regularly.
  • Restock cleaning supplies and report any shortages to the line manager.
  • Maintain cleaning equipment and report any maintenance or repair needs.
  • Maintain the facility’s outdoor areas, including lawns, gardens, and landscaped areas.
  • Perform tasks such as mowing, trimming, weeding, watering, and planting.
  • Prune trees and shrubs to promote healthy growth and maintain appearance.
  • Ensure outdoor areas are free of debris and litter.
  • Monitor and maintain irrigation systems to ensure proper watering of plants.
  • Conduct regular inspections of the facility to identify maintenance and repair needs and report to the line manager.
  • Check for safety hazards and ensure compliance with safety regulations.
  • Report any issues or concerns to the line manager for prompt resolution.
  • Document inspection findings and maintain records for future reference.
  • Assist in coordinating and supervising repair and maintenance activities.
  • Provide support for special events, such as setting up and cleaning up after meetings and functions.
  • Follow guidelines and standard operating procedures by adhering to health and safety processes and company policies.
  • Keeping track of the cleaning schedule and reporting to the supervisor accordingly.
  • Perform other administrative tasks as required by the line manager or CEO.

 

Key Performance Indicators

Cleanliness Rating

  • Target: 90%
  • Metric: Average rating from office cleanliness inspections.

 

Surface Sanitization Compliance

  • Target: 100%
  • Metric: Percentage of surfaces sanitized in accordance with health and safety protocols. Specified Areas:  High-touch areas including door handles, light switches, desks, keyboards, restrooms, and common areas.

 

Floor Maintenance Frequency

  • Target: Daily by 7.30 A.M
  • Metric: Frequency of floor maintenance, including vacuuming, mopping, and polishing.

 

Waste Disposal Compliance

  • Target: 100% within 1-3 days
  • Metric: Percentage of waste disposed of in accordance with company policies and regulations.

 

Supply Replenishment Timeliness

  • Target: 95%
  • Metric: Percentage of supplies replenished daily and as-needed basis. 

 

Regular Inspection Frequency 

  • Target: Every 3 hours
  • Metric: Frequency of regular inspections to identify cleaning needs. These include the washrooms, walkways, and common areas.

 

Event Setup and Cleanup Timeliness

  • Target: 100%
  • Metric: Percentage of events set up and cleaned up within the required timeframe.

 

Incident Reporting Rate

  • Target: 100% within 24 hours
  • Metric: Percentage of incidents reported to the supervisor.

 

Cleaning Schedule Adherence

  • Target: 95%
  • Metric: Percentage of adherence to the cleaning schedule.

 

Data Entry

  • Target: Enter 100% of facility data accurately within 30 minutes after completion.
  • Metric: Number of accurate and timely data entries / Total number of data entries x 100

 

Communication

  • Target: Respond to 90% of phone calls within 10 minutes
  • Metric: Number of responded emails and phone calls / Total number of phone calls x 100

 

Compliance Rate

  • Target: 100%
  • Metric: Percentage of compliance with safety protocols, regulatory requirements, and company policies.

 

Other Conditions of Assessment

All talents are expected to demonstrate adherence to ECOREFiX’s core values, code of conduct, and the Group’s policies. This includes maintaining confidentiality, respecting intellectual property, and upholding professional standards. Talents will be evaluated on their teamwork and collaboration, communication skills, adaptability to change, and willingness to learn and develop new skills. 

Additionally, talents are expected to comply with all applicable laws, regulations, and best practices, and to report any potential conflicts of interest or ethical concerns. Talents will also be assessed on their attendance, punctuality, and overall commitment to the company’s goals and objectives. 

Furthermore, talents are expected to maintain a safe and healthy work environment, report any incidents or hazards, and participate in training and development programs as required. Overall, talents will be evaluated on their ability to contribute to a positive and productive work environment, and to embody the values and principles of ECOREFiX and the Group Culture.

Minimum Requirements

  • High school diploma or Individuals with high school or SHS certificates or who have one to three (1 – 3) years of experience in the same role/job function.
  • Previous experience in facility management, cleaning, gardening, or landscaping.
  • Basic knowledge of cleaning techniques and gardening/landscaping practices.
  • Strong attention to detail and commitment to maintaining a clean and safe environment.
  • Good communication and teamwork skills.
  • Ability to operate cleaning and gardening equipment safely and effectively.

 

Key Competencies

  • Ability to maintain a positive attitude in a fast-paced environment.
  • Understand the importance and benefits of a clean environment.
  • Strong communication and interpersonal skills.
  • Support team members and contribute to a positive work environment.
  • Ability to manage multiple tasks and timelines effectively.

 

Conditions of Service

ECOREFiX shall be responsible for the provision of material requirements to facilitate the work of the Facility Management Assistant. The job holder shall be assessed based on the KPIs. Other conditions of service can be found in the Talent Handbook.

At PREBBiE Group, we are committed to Diversity, Equity & Inclusion. United by our strong Group values and the LEARN culture, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong. #BetterTogether #ExcellingTogether

What We Offer

  • Competitive salary and benefits package.
  • Opportunity to work with a dynamic and growing company.
  • Collaborative and supportive team environment.
  • Professional development and growth opportunities.

 

All applications submitted via email at humancapital@prebbiegroup.com should indicate the Job ID and Job Title in the subject of the email. No application will be considered after the closing date. Applicants are advised to attach a recent CV/Resume in a PDF version to their email. Printed copies at our office will be accepted for this role. Only shortlisted applicants will be contacted.