Facilities Manager

JOB SPECIFICATIONS/MINIMUM REQUIREMENTS

• At least 3 years of working experience in Facilities Management.
• Bachelor’s/College Degree in Electrical/Mechanical Engineering.
• Professional License (Passed Board/Professional License Exam).
• Leadership and team management: Lead teams, including maintenance staff and contractors, and motivate them to achieve goals.
• Communication: coordinating projects and collaborating with stakeholders.
• Problem-solving: Identify issues, analyze situations, and develop solutions for various challenges.
• Project management: Facility managers oversee renovations, relocations, and system upgrades, requiring strong project management skills.
• Technical knowledge: A strong understanding of building systems, including HVAC, electrical, and plumbing, is essential.
• Financial management: Responsible for budgeting, managing expenses, and ensuring financial sustainability.
• Adaptability and flexibility: The field of facilities management is dynamic, requiring the ability to adjust to changing circumstances.
• Safety and risk management: Ensuring the safety and security of the facility and its occupants is a key responsibility.
• Interpersonal skills: Strong interpersonal skills are needed to build relationships with staff, contractors, and stakeholders.
• Analytical thinking and innovation: Analyzing data and implementing innovative solutions to improve efficiency and sustainability.

JOB RESPONSIBILITIES

Maintenance and Operations

• Ensures that managed property complies with relevant laws and regulations and company policies and procedures.
• Conduct routine inspections and maintenance to catch potential issues before they escalate into major problems. They take all the measures possible to extend the lifespan of equipment and avoid costly breakdowns.
• Implement rapid response frameworks and communication protocols to ensure that issues are resolved swiftly, minimizing disruptions to the workplace.

Space Management

• Optimize workspace functionality to build an environment that promotes productivity and well-being.
• Engage in space planning, check on design concepts, and suggest flexible workspaces to accommodate evolving work patterns.

Energy Management

• Monitors and optimizes energy usage within facilities to reduce costs and support sustainability efforts.

Health and Safety

• Ensure that all health and safety regulations are met, conducting regular safety audits and organizing training programs for the facilities management team.
• Identify, assess, and mitigate risks within the facility to protect assets, personnel, and operations.

Inventory Management

• Maintaining proper inventory levels of supplies and equipment.
• Ensuring all essential supplies are in stock.
• Generate consumption report monthly.
• Procurement of goods and services. Prepare purchase requisition, vendor sourcing, drafting of abstract of bids and coordinate with vendors once the purchase order is approved.

Communication and Coordination

• Prepare reports and correspondence. Ensures memorandum and reports are accurate, clear, submitted and disseminated in a timely manner.
• Act as a point of contact for employees, clients and visitors regarding facility issues.
• Review and approve gate passes and work access permits and coordinate with the building’s property management office.
• Communicate effectively with internal and external stakeholders.

People Management

• Monitor and assess the performance of the facilities management team and provide coaching and guidance to ensure maximum efficiency.
• Conduct a regular meeting with the team to discuss issues and concerns encountered and make a resolution or action plan accordingly.
• Ensure the smooth and adequate flow of information within the facilities management team.
• Assist in strategic planning and implementation within the department to align with the organization’s long-term goals, ensuring successful implementation across Asset Management.

Revenue and Expense Monitoring

• Assist in the collection efficiency of billing invoices for managed property.
• Oversee budgets of facilities management sites and optimize costs and forecast financial requirements to sustain facility operations effectively.

Contract and Vendor Management

• Manage service providers, including contract negotiation, vendor performance assessment, and compliance monitoring.
• Create centralized information, monitor vendor adherence to contractual obligations, and evaluate service quality to uphold organizational standards.

Business Development

• Set regular catch-up meetings with landlords, clients, and stakeholders.
• Customer survey ratings of landlords or clients. Ensures that the facilities management team provides the best quality of service to the clients and stakeholders. Creation of a mutually beneficial business relationship.

Administrative Operations

• Ensure compliance with governmental permits and licenses of managed property. Ensures that all pertinent permits and certifications are up to date.
• Monitor submission of facilities management reports and deliverables to clients.
• Ensures that all files, forms, and other documents conform to the requirements of ISO 9001:2015.

Operational Enhancement

• Suggests ways to streamline the process of facilities management to offer the best service to the clients.

Personal Development

• Participates actively in KMC activities such as corporate meetings, training, seminars, and other company-related activities.