Job Description
Job Purpose
The job holder will be responsible for administrative and operational functions related to facility management (FM) to ensure a safe and functional work environment and in turn maintain professional standards, confidentiality and integrity at all times.
Key Accountabilities:
- Provide comprehensive support to the Section Head in scheduling, report preparation, document management, and handling high-level correspondences related to Facility Management, ensuring seamless administrative and operational efficiency to maintain smooth operations.
- Conduct thorough inspections of the facility to proactively identify maintenance needs, safety hazards, and regulatory compliance issues, ensuring timely documentation of findings and coordination of necessary corrective actions to ensure a safe and compliant environment.
- Monitor and track facility management-related complaints while ensuring accurate documentation and tracking of space allocations, fit-outs, and occupancy for both onsite and offsite facilities, promoting operational efficiency to enhance space utilization and customer satisfaction.
- Oversee day-to-day facility management operations, including maintenance, repairs, security, cleaning, and safety protocols, ensuring facilities are compliant with regulations and aligned with the organization’s functional needs to maintain a well-functioning workspace.
- Manage and track work orders while overseeing contractor performance, ensuring adherence to regulatory standards and the delivery of high-quality facility operations to uphold service standards and compliance.
- Organize and participate in regular meetings with vendors and suppliers to discuss service performance, address issues, and negotiate contracts or service-level agreements, ensuring alignment with organizational requirements and budget to foster strong partnerships and service quality.
- Monitor and evaluate vendor and supplier performance, ensuring that services are delivered as per agreed terms and addressing gaps or areas of improvement through formal feedback sessions to maintain high service levels and ensure continuous improvement.
- Lead space planning and utilization initiatives by gathering data, managing office relocations, renovations, and space-related projects, ensuring optimal use of space to create a productive and efficient work environment.
- Collaborate with various departments to identify space needs and optimize facility resources, ensuring that space utilization is aligned with organizational objectives to support efficient departmental operations.
- Assist in managing the facility management budget, ensuring efficient allocation of resources, cost control, and alignment with financial goals to maintain operational and financial sustainability.
- Prepare detailed reports, conduct research, and organize information related to facility management, providing insights and recommendations to senior management to enable informed decision-making and strategic planning.
- Ensure full compliance with company policies, processes, and operational standards, assisting the Section Head in maintaining adherence to established procedures to guarantee smooth and compliant facility operations.
- Stay updated on industry regulations, codes, and standards related to facility management, ensuring that all practices and procedures are in line with current laws and safety protocols to maintain compliance and minimize risks.
Qualifications, Experiences, Skills:
- Graduate in Business Management/Administration
Job Specific Skills:
- Proficiency in Ms. Office
- Strong team orientation and exceptional work ethic.
- Excellent communication skills - Be able to communicate with team members, stakeholders and external partners
- Be able to manage FM budgets and track expenses.
- Problem-solving abilities, with lots of initiative and drive, a strong sense of internal control and a keen eye for details and process improvements
- Proficiency in managing relationships with external vendors, contractors, and service providers involved in facility maintenance, repairs, renovations, and equipment installations.
- Strong interpersonal and people management skills.
- Strong ethical values
