Facilities Executive

Responsibilities:

Facility Operations Management:

• Oversee the daily operations and maintenance of facilities, ensuring optimal functionality, safety, and efficiency.
• Coordinate with various departments, vendors, and service providers to address facility-related issues, repairs, and maintenance.
• Develop and implement preventive maintenance programs, schedules, and procedures for all facilities' assets.
• Regularly inspect and evaluate the condition of facilities, identifying areas for improvement and ensuring compliance with regulations and standards.
• Manage work orders, service requests, and ensure timely resolution of facility-related concerns.

Space Planning and Management:

• Collaborate with stakeholders to plan and optimize the use of workspace, considering organizational requirements, efficiency, and employee comfort.
• Manage office space allocation, seating arrangements, and relocations in accordance with departmental needs and organizational changes.
• Maintain accurate records and documentation related to space utilization, occupancy rates, and lease agreements.
• Coordinate office moves, renovations, and furniture installations while adhering to established budgets and timelines.

Human Experience and Events Management :

Employee & Workplace Experience

• Deliver a warm, professional, and consistent workplace experience.
• Proactively engage employees to understand their workplace needs and provide appropriate support.
• Act as a visible and approachable HX point of contact across the office.
• Conduct regular workplace walkabouts to identify opportunities to improve employee experience.
• Support employees with workplace navigation, amenities, meeting spaces, lockers, wellness facilities, and other workplace services.
• Promote a culture of hospitality and service excellence.

Employee Engagement

• Develop and coordinate employee engagement initiatives throughout the year.
• Support festive celebrations, appreciation activities, networking sessions, campaigns, and workplace activations.
• Create opportunities that encourage employees to connect with the workplace and one another.
• Work with internal stakeholders to build a strong sense of workplace community.

Wellness & Wellbeing

• Coordinate wellness programmes such as yoga, fitness, mindfulness, health talks, and other wellbeing activities.
• Manage communications, registration, scheduling, attendance tracking, and employee feedback.
• Promote wellness facilities and programmes to increase participation.
• Partner with relevant teams and vendors to continuously enhance the wellbeing experience.

Events & Activations

• Support planning and execution of workplace events and employee experience programmes.
• Coordinate event logistics, vendors, spaces, communications, and on-site requirements.
• Ensure events are professionally delivered and aligned with workplace experience standards.
• Gather post-event feedback and monitor participation levels.

Communications

• Develop clear and engaging workplace communications, including: Employee announcements Digital signage Event invitations Wellness communications Workplace etiquette reminders Facility/service updates Campaign materials
• Maintain an appropriate communication calendar to ensure employees are kept informed.

Voice of the Employee

• Actively gather employee feedback through day-to-day interactions, surveys, QR feedback, events, and workplace observations.
• Identify recurring employee concerns, preferences, and improvement opportunities.
• Maintain an HX feedback/action tracker.
• Work with Facilities and other stakeholders to close feedback loops and communicate improvements back to employees.

Workplace & Facilities Partnership

• Work closely with Facilities Management, Engineering, Cleaning, Security, Reception, Food Services, and other workplace teams.
• Escalate workplace issues affecting employee experience and follow through until resolution.
• Support workplace readiness inspections and ensure employee-facing areas are maintained to expected standards.
• Assist with office openings, workplace changes, move activities, and new employee experience initiatives.

Service Excellence

• Maintain high standards of hospitality and professional presentation.
• Identify service gaps before they become employee complaints.
• Support development of HX SOPs, service standards, checklists, and experience guidelines.
• Encourage a consistent hospitality mindset across workplace service teams.
• Identify opportunities to introduce new initiatives and improve existing services.

Vendor and Contract Management:

• Develop and maintain positive relationships with vendors, suppliers, and service providers, ensuring high-quality deliverables and cost-effective solutions.
• Procure and negotiate contracts for outsourced services, such as cleaning, maintenance, security, and equipment vendors.
• Monitor vendor performance, track service levels, and resolve any issues or disputes in a timely manner.
• Conduct regular inspections and audits to ensure compliance with service level agreements and contract terms.

Budgeting and Reporting:

• Assist in the development and management of the facilities budget, monitoring expenses and optimizing costs.
• Prepare regular reports, metrics, and key performance indicators to track facilities utilization, maintenance, and operational efficiency.
• Provide recommendations and participate in strategic planning activities related to facilities management and improvement initiatives.