Facilities Manager

Position Summary 
The Facilities Manager is responsible for the overall management of assigned client sites, ensuring that day-to-day operations run smoothly and consistently deliver high-quality services in line with client requirements, contractual commitments and company standards.

Job Responsibilities:

Site Operations & Facilities Management

• Oversee the day-to-day operations and maintenance of the assigned office/site facilities, ensuring a safe, functional, efficient and well-maintained workplace.

• Manage the delivery of facilities services, including building maintenance, lift and escalator maintenance, lighting, security, landscaping, cleaning and other workplace services.

• Ensure planned and preventive maintenance activities are carried out according to schedule and address breakdowns or defects promptly.

• Coordinate with building management, maintenance contractors, service providers and relevant stakeholders to resolve facility-related issues.

• Monitor the condition and performance of building systems, equipment and common areas, escalating technical issues to the appropriate specialists where required.

• Conduct regular site inspections to identify maintenance issues, safety risks, service gaps and opportunities for improvement.

• Translate client and business requirements into clear operational plans and service standards for onsite teams and service providers.

• Establish and maintain appropriate procedures, workflows and reporting processes to support effective facilities operations.

• Monitor service quality and operational performance, taking timely action where standards or expectations are not met.

• Manage operational issues, facility breakdowns and service disruptions, ensuring timely resolution and minimal impact on business operations.

• Support emergency response, incident management and business continuity arrangements where required.

• Ensure the overall office environment, including workspaces, meeting rooms, common areas and external areas, is maintained to the required standards.

Client & Stakeholder Management

• Develop strong working relationships with client representatives, building management and key stakeholders.

• Act as the main point of contact for operational, facilities and workplace-related matters.

• Conduct regular service reviews with clients and provide updates on performance, issues, maintenance activities and improvement initiatives.

• Understand the client's business priorities and ensure facilities services are aligned with their operational and workplace needs.

• Proactively gather feedback and use it to improve service delivery and client satisfaction.

• Manage service recovery effectively and maintain positive client relationships during challenging situations.

Leadership & Manpower Management

• Lead and support onsite teams to deliver consistent, professional and responsive facilities services.

• Plan manpower requirements and support recruitment, onboarding, scheduling and deployment of employees.

• Optimise manpower utilisation by combining or reallocating duties where appropriate, while maintaining service standards and operational requirements.

• Set clear expectations and monitor individual and team performance.

• Mentor and develop employees through regular feedback, coaching and on-the-job training.

• Identify opportunities for cross-training and succession planning to strengthen team capability.

• Promote a positive, accountable and customer-focused working environment.

Vendor & Contractor Management

• Coordinate and manage vendors, contractors and service partners supporting site operations and facilities maintenance.

• Monitor contractor performance, service quality, responsiveness and compliance with agreed requirements.

• Review quotations and support procurement activities in accordance with company processes.

• Ensure external service providers comply with relevant safety, operational and contractual requirements.

• Coordinate planned and reactive maintenance works and ensure issues are followed through to resolution.

• Address service issues and monitor corrective actions to ensure timely closure.

Cost & Contract Management

• Prepare and monitor operating budgets for assigned sites.

• Track manpower costs, maintenance expenses, utilities and other site-related expenditure.

• Monitor contracts, service agreements and vendor costs to ensure value for money.

• Identify opportunities to improve cost efficiency without compromising safety, service quality or workplace standards.

• Ensure invoices, reports and supporting documentation are accurate and submitted on time.

• Maintain appropriate operational, contractual and financial records.

Compliance & Continuous Improvement

• Ensure site operations comply with company policies, client requirements, workplace safety standards and applicable regulations.

• Monitor facility-related risks and implement appropriate corrective and preventive actions.

• Ensure statutory inspections, certifications and maintenance requirements are completed within the required timelines.

• Review operational and maintenance processes regularly and introduce improvements where appropriate.

• Use operational data, client feedback and performance results to identify opportunities for better service delivery.

• Support company initiatives relating to employee engagement, sustainability, technology and workplace experience.

Job Requirements:

• Bachelor Degree in Facilities/ Building management or relevant field.

• Minimum 5 years of experience in facilities, operations, workplace or service management, preferably in a corporate or commercial environment.

• Experience managing client-facing operations and onsite teams.

• Experience in P&L management, vendor coordination, and operational performance management.

• Strong stakeholder management and communication skills.

• Good problem-solving and decision-making abilities, with a practical approach to resolving operational issues.

• Strong organisational skills and ability to manage multiple priorities.

• Customer-focused with a strong commitment to service excellence.

• Confident in leading teams and engaging with senior client stakeholders.

• Proficient in Microsoft Office and comfortable working with operational and financial data.