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Facilities Maintenance Risk Assessment

Facilities Maintenance Risk Assessment

  • • 100% Compliant with Australian WHS Acts & Regulations
  • • Fully Editable MS Word & PDF Formats Included
  • • Pre-filled Content – Ready to Deploy Immediately
  • • Customisable – Easily Add Your Logo & Site Details
  • • Includes 2 Years of Free Compliance Updates

Facilities Maintenance Risk Assessment

Product Overview

Identify and control organisational risks associated with Facilities Maintenance through a structured, management-level WHS Risk Management framework that supports planning, governance and resourcing decisions. This Risk Assessment helps demonstrate Due Diligence under the WHS Act, reducing operational liability exposure and supporting defensible organisational compliance.

Risk Categories & Hazards Covered

This document assesses risks and outlines management controls for:

  • WHS Governance, Leadership and Resourcing: Assessment of executive oversight, safety leadership, allocation of resources and clarity of roles and responsibilities for facilities maintenance activities.
  • Contractor and Supplier Management: Management of contractor selection, pre-qualification, inductions, performance monitoring and integration of external providers into site WHS systems.
  • Risk Management and Planning for Maintenance Activities: Systematic planning of maintenance programs, risk assessments, scheduling and prioritisation of works to minimise disruption and exposure to hazards.
  • Asset, Plant and Equipment Management: Controls for inspection, maintenance, isolation, guarding and lifecycle management of building plant, tools and maintenance equipment.
  • Building Access, Security and After-Hours / Weekend Work: Protocols for access control, key and permit systems, lone and remote work arrangements, and security risks during out-of-hours maintenance.
  • Traffic, Car Park and Public Interface Management: Management of vehicle movements, shared zones, loading docks, pedestrian interfaces and public access during maintenance works.
  • Hazardous Substances and Materials Management: Governance of chemical procurement, SDS management, storage, handling, asbestos and legacy materials within the facilities environment.
  • Work at Height, Falls and Access Systems: Oversight of ladders, elevated work platforms, roof access, fall prevention systems and inspection regimes for height-related work.
  • Confined Spaces, Restricted Areas and Laundry Chute Systems: Identification, authorisation, permitting and emergency planning for confined spaces, restricted plant rooms and vertical chute systems.
  • Electrical Safety and Building Services Isolation: Management of electrical work boundaries, lock-out/tag-out, isolation of building services and coordination with licensed electrical contractors.
  • Environmental Conditions, Housekeeping and Structural Integrity: Assessment of slip, trip and fall exposures, lighting, ventilation, weather impacts, structural condition and general housekeeping standards.
  • Worker Competency, Training and Supervision: Systems for verifying competency, licences, refresher training, supervision levels and competency of both employees and contractors.
  • Fatigue, Scheduling and Workload Management: Controls for shift patterns, overtime, call-outs, workload allocation and fatigue-related decision making for maintenance teams.
  • Emergency Preparedness and Incident Management: Integration of maintenance activities with site emergency plans, alarms, evacuation routes, first aid and incident response protocols.
  • Documentation, Records and Information Management: Governance of permits, maintenance logs, inspection records, asset registers, risk assessments and version control of safety documentation.

Who is this for?

This Risk Assessment is designed for Business Owners, Facility Managers, Property Portfolio Managers and Safety Officers responsible for planning, overseeing and auditing Facilities Maintenance operations across their organisation.

Hazards & Risks Covered

Hazard Risk Description
1. WHS Governance, Leadership and Resourcing
  • • Absence of a documented WHS Management System for facilities maintenance activities across all sites
  • • Inadequate WHS leadership commitment from senior management and line managers
  • • Confusing or fragmented responsibilities between property, facilities, and tenant management (e.g. clubs, locker rooms, office tenants)
  • • Insufficient resourcing for WHS (budget, time, competent persons) to oversee weekend and after-hours maintenance work
  • • No formal process to integrate WHS requirements into contracts for external maintenance providers
  • • Poor consultation and communication with Health and Safety Representatives (HSRs) and workers regarding maintenance risks
  • • Lack of monitoring and review of WHS objectives, targets and key performance indicators for facilities maintenance
2. Contractor and Supplier Management
  • • Engagement of contractors for club repairs, laundry chute maintenance, and locker room refurbishments without adequate WHS pre-qualification
  • • No system to verify licences, trade qualifications, High Risk Work Licences, or insurances of maintenance contractors
  • • Inconsistent WHS expectations across different sites and property managers for weekend and after-hours work
  • • Inadequate induction of contractors in emergency procedures, site-specific hazards (e.g. car park traffic flows, confined chutes, plant rooms)
  • • Poor communication pathways between contractors, building management, security and cleaning staff
  • • Contractual arrangements that incentivise speed over safety (compressed timeframes, penalty clauses)
  • • No systematic performance monitoring or auditing of contractor WHS compliance
3. Risk Management and Planning for Maintenance Activities
  • • Absence of a formal, documented risk management process for planned and reactive facilities maintenance
  • • Failure to identify and assess specific risks related to car parks, clubs, laundry chutes, locker rooms and office buildings before work is scheduled
  • • Reactive maintenance being carried out without adequate planning, risk assessment or isolation procedures
  • • Inadequate consideration of interaction between multiple work parties (e.g. cleaners, security, tenants and contractors)
  • • Poor differentiation between low-risk maintenance and high-risk construction work requiring SWMS and permits
  • • Inconsistent use or understanding of risk rating tools, leading to underestimation of system-level risks
4. Asset, Plant and Equipment Management
  • • Inadequate preventive maintenance program for building plant (HVAC, lifts, laundry chutes, fire services) and tools used by maintenance personnel
  • • Use of unsafe or poorly maintained tools, access equipment and machinery by in-house staff or contractors
  • • Lack of asset registers and maintenance histories for critical equipment in car parks, club areas and office buildings
  • • Uncontrolled modification of plant or building services during refurbishments (e.g. locker rooms, laundry chutes) leading to latent hazards
  • • Failure to comply with manufacturer instructions, Australian Standards or statutory inspection requirements
  • • No system to tag-out or remove defective equipment from service
5. Building Access, Security and After-Hours / Weekend Work
  • • Uncontrolled access to work areas during weekend and after-hours maintenance in office buildings and clubs
  • • Lone or isolated work by maintenance staff without effective communication or monitoring systems
  • • Unauthorised entry by tenants, members of the public or club patrons into active maintenance zones (e.g. car parks, locker rooms under refurbishment)
  • • Inadequate integration between WHS and security systems for key control, access cards and emergency response
  • • Failure to properly lock-out or secure high-risk areas such as roof spaces, plant rooms, laundry chutes and pits during maintenance
  • • Limited availability of first aiders and emergency response capability during weekend work
6. Traffic, Car Park and Public Interface Management
  • • Inadequate segregation of vehicles, mobile plant and pedestrians in car parks during maintenance tasks
  • • Poor visibility, lighting and signage in car parks and access roads, especially during night and weekend works
  • • Unmanaged interaction between maintenance vehicles, delivery trucks, club patrons and office workers
  • • No formal traffic management planning for car park repair and maintenance works
  • • Uncontrolled closure or partial closure of car park areas leading to confusion and unsafe behaviours by drivers and pedestrians
  • • Lack of coordination with local road authorities when works impact public roads or footpaths
7. Hazardous Substances and Materials Management
  • • Inadequate identification and control of hazardous chemicals used in facilities maintenance (e.g. paints, solvents, cleaning chemicals, adhesives)
  • • Possible exposure to asbestos-containing materials, lead-based paints or silica during club refurbishments and locker room works
  • • Lack of up-to-date Safety Data Sheets and chemical registers at each site
  • • Improper storage, handling or disposal of chemicals leading to spills, fires or environmental contamination
  • • Poor management of contractor use of hazardous substances with no oversight by building management
  • • Insufficient training of maintenance staff and contractors on hazardous substance risk management
8. Work at Height, Falls and Access Systems
  • • Inadequate system for managing work at height during building and car park maintenance (e.g. lighting, gutters, signage, external façades)
  • • Uncertified or poorly maintained fixed ladders, guardrails, roof anchor points and platforms
  • • No formal process for selecting appropriate access methods (ladders, EWP, scaffolds) based on risk assessment
  • • Insufficient oversight of contractor work at height practices during locker room refurbishments or laundry chute access
  • • Failure to control access to fall hazards such as roof edges, lift shafts, stair voids and laundry chute openings
  • • Lack of periodic inspection and recertification of fall protection systems
9. Confined Spaces, Restricted Areas and Laundry Chute Systems
  • • Failure to identify confined spaces or restricted areas within plant rooms, pits, ducts and laundry chute systems
  • • Uncontrolled access to laundry chutes and internal service shafts during inspection and maintenance
  • • Inadequate confined space entry procedures for contractors and in-house teams
  • • Poor atmospheric testing, ventilation and rescue planning when accessing enclosed or poorly ventilated spaces
  • • Lack of coordination between building management and contractors regarding isolation of associated services (fans, conveyors, lifts)
  • • Insufficient training and competency verification for workers involved in confined space-related tasks
10. Electrical Safety and Building Services Isolation
  • • Absence of a robust lock-out/tag-out system for electrical and mechanical isolations during maintenance
  • • Unclear responsibilities between building management, electricians and other contractors for isolating and re-energising services
  • • Unauthorised or ad-hoc access to electrical switchboards, plant rooms and risers by non-electrical personnel
  • • Incomplete or inaccurate electrical schematics and labelling of circuits within clubs, car parks and offices
  • • Use of untested portable electrical equipment and extension leads during refurbishment works
  • • Inadequate testing and verification before returning plant and services to operation after maintenance
11. Environmental Conditions, Housekeeping and Structural Integrity
  • • Poor housekeeping in plant rooms, car parks, club back-of-house areas and maintenance workshops leading to slips, trips and falls
  • • Accumulation of waste materials and debris during locker room refurbishments and weekend maintenance, obstructing access and egress
  • • Unmanaged water ingress, damp or mould in locker rooms and service areas affecting health and structural elements
  • • Inadequate structural assessment before altering walls, penetrations, or fixtures in clubs and office buildings
  • • Poor control of noise, dust and fumes from maintenance activities impacting occupants and neighbouring properties
  • • Temperature extremes or inadequate ventilation in plant rooms and confined work areas
12. Worker Competency, Training and Supervision
  • • Inadequate verification of competencies, licences and trade qualifications for maintenance staff and contractors
  • • Lack of WHS training specific to facilities maintenance risks (e.g. laundry chutes, car parks, club environments, office tenancy interfaces)
  • • Insufficient supervision of new workers, apprentices or subcontractors during high-risk maintenance activities
  • • No structured program for refresher training or updates following legislative or procedural changes
  • • Limited understanding by supervisors of WHS duties under the WHS Act 2011
  • • Language, literacy or cultural barriers affecting comprehension of WHS procedures and site rules
13. Fatigue, Scheduling and Workload Management
  • • Excessive hours and inadequate rest breaks for maintenance staff undertaking weekend and after-hours work
  • • Compressed timeframes for refurbishments and repairs leading to rushed work and short-cuts
  • • Inadequate planning of workloads across multiple sites (clubs, offices, car parks) causing chronic fatigue
  • • Lack of consideration of fatigue risks for contractors working multiple jobs or night shifts
  • • Poor communication of schedule changes and overtime requirements to workers and supervisors
14. Emergency Preparedness and Incident Management
  • • Inadequate integration of maintenance activities into site emergency plans and procedures
  • • Poor awareness by contractors and weekend maintenance teams of emergency exits, assembly areas and alarm systems
  • • Delayed or ineffective emergency response due to incomplete information about work locations and hazards (e.g. confined space, electrical isolation, laundry chute access)
  • • Failure to report, investigate and learn from incidents and near misses in maintenance operations
  • • Insufficient first aid resources and trained personnel during weekend or after-hours maintenance
15. Documentation, Records and Information Management
  • • Critical WHS documents (e.g. asbestos registers, risk assessments, permits, service records) not readily accessible to maintenance staff and contractors
  • • Outdated or inconsistent procedures and drawings across different buildings and facilities
  • • Poor record-keeping of inspections, maintenance activities, training and contractor performance
  • • Inadequate control of versions and approvals for WHS documents used in maintenance planning and execution
  • • Lack of documented handover information following refurbishments, plant upgrades or layout changes

Need to add specific hazards for your workplace?

Don't worry if a specific hazard isn't listed above. Once you purchase, simply log in to your Client Portal and add your own custom hazards at no extra cost. We take care of the hard work—creating the risk ratings and control measures for free—to ensure your document is compliant within minutes.

Legislation & References

This document was researched and developed to align with:

  • Work Health and Safety Act 2011
  • Work Health and Safety Regulations 2017
  • How to Manage Work Health and Safety Risks – Code of Practice: Guidance on hazard identification, risk assessment and control implementation.
  • Managing the Work Environment and Facilities – Code of Practice: Requirements for safe workplaces, amenities and building-related conditions.
  • Managing the Risk of Falls at Workplaces – Code of Practice: Controls for work at height, access systems and fall prevention.
  • Confined Spaces – Code of Practice: Requirements for identification, risk control, entry permits and emergency response.
  • Managing Electrical Risks in the Workplace – Code of Practice: Guidance on electrical safety, isolation and maintenance activities.
  • Hazardous Chemicals – Managing Risks in the Workplace – Code of Practice: Controls for chemical storage, handling and use in maintenance operations.
  • AS/NZS ISO 31000:2018: Risk management — Guidelines
  • AS/NZS 4801 / ISO 45001: Occupational health and safety management systems — Requirements for systematic WHS management.
  • AS 3745: Planning for emergencies in facilities — Requirements for emergency response and evacuation arrangements.
  • AS 1657: Fixed platforms, walkways, stairways and ladders — Design and construction requirements for safe access systems.
Standard Risk Assessment Features (Click to Expand)
  • Comprehensive hazard identification for all activities
  • Risk rating matrix with likelihood and consequence analysis
  • Existing control measures evaluation
  • Residual risk assessment after controls
  • Hierarchy of controls recommendations
  • Action priority rankings
  • Review and monitoring requirements
  • Consultation and communication records
  • Legal compliance references
  • Sign-off and approval sections

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