Overall Role

Responsible for the effective management, maintenance, compliance, and optimisation of Securital’s physical facilities and vehicle fleet. The role ensures that all company premises, including offices, warehouses, stores, training facilities, and operational buildings, are maintained to a high standard, while coordinating the efficient operation of a fleet of vehicles.

Main Duties and Responsibilities

A. Fleet Management

· Manage the day-to-day administration and operation of the company's fleet of approximately 40 vehicles.

· Maintain accurate fleet records including:

o Vehicle registrations

o Insurance policies

o Road licences

o Servicing schedules

o Repairs and maintenance records

o Fuel usage records

o Accident and damage reports

o Traffic contraventions

· Coordinate preventative maintenance programmes to maximise vehicle availability and minimise downtime.

· Liaise with garages, mechanics, insurers, leasing companies, and service providers.

· Monitor vehicle running costs and identify opportunities for cost savings.

· Investigate vehicle incidents, damages, and traffic-related matters.

· Ensure all vehicles comply with legal, health and safety, and environmental requirements.

· Monitor vehicle utilisation and recommend fleet optimisation initiatives.

· Coordinate the allocation and return of vehicles to employees.

· Conduct periodic inspections of vehicles to ensure roadworthiness, cleanliness, and compliance.

· Manage vehicle replacement planning and support procurement processes for new vehicles.

B. Facilities Management

· Oversee the maintenance and upkeep of company facilities including: Head Office, Branch offices, Warehouses and stores, Training facilities and Operational support locations

· Coordinate planned preventative maintenance activities for building infrastructure and equipment.

· Liaise with landlords, contractors, suppliers, and service providers.

· Manage repairs and maintenance requests ensuring timely completion.

· Conduct regular inspections to identify maintenance needs and improvement opportunities.

· Monitor building systems including: Air-conditioning systems, Electrical installations, Plumbing systems, Fire detection and suppression systems, Security systems and Access control systems

· Support office refurbishment, relocation, and expansion projects where required.

· Maintain facility asset registers and maintenance documentation.

C. Health, Safety & Compliance

· Support the company's compliance with Health & Safety, Environmental and Quality requirements.

· Ensure facilities and fleet operations comply with relevant legislation and company policies.

· Coordinate statutory inspections, certifications, and servicing schedules.

· Support emergency preparedness activities and business continuity requirements.

· Assist with workplace risk assessments and the implementation of corrective actions.

· Ensure contractors comply with safety requirements whilst working on company premises.

· Participate in ISO-related initiatives and audits where required.

· Coordinate fire prevention processes and recertification

· Procuring health and safety equipment and keeping related records.

D. Procurement & Cost Control

· Obtain quotations and manage suppliers for maintenance, repairs, cleaning, and facility-related services.

· Monitor expenditure against approved budgets.

· Identify opportunities to improve efficiency and reduce operational costs.

· Support procurement processes for facilities equipment, tools, furniture, and fleet requirements.

· Ensure best value is achieved from suppliers and contractors.

E. Administration & Reporting

· Maintain accurate records relating to facilities and fleet management.

· Prepare monthly management reports covering: Fleet utilisation, Vehicle maintenance costs, Fuel consumption, Facility maintenance activities and Outstanding issues and actions

· Track service level agreements (SLAs) and contractor performance.

· Maintain inventories of company assets, equipment, and facilities-related resources.

Qualifications, Experience, Knowledge, Skills & Personal Attributes

· Minimum 3 years' experience in facilities management, fleet management, property management, or a similar role.

· Strong administrative and organisational skills.

· Valid driving licence.

· Knowledge of building maintenance and facilities operations.

· Good understanding of fleet management principles.

· Understanding of Maltese health and safety regulations.

· Budget management and cost control skills.

· Supplier and contractor management.

· Strong problem-solving abilities.

· Excellent communication and interpersonal skills.

· Proficient in Microsoft Office and asset/fleet management systems.

· Ability to prioritise multiple tasks and work independently.

· Highly organised and detail-oriented.