Position Summary:

The Facilities Manager is responsible for the efficient and effective operation of all office facilities, ensuring a safe, comfortable, and productive work environment. This role encompasses the comprehensive management of office administration, maintenance, cleaning, and security, requiring a proactive and strategic approach to facility management. The incumbent will leverage their 3-5 years of experience to optimize resource utilization, implement best practices, and maintain high standards of service delivery.

Key Responsibilities:

1. Office Administration & Operations:

• Oversee day-to-day office operations, including space planning, furniture management, and office supply procurement, ensuring efficient resource allocation.
• Develop and implement office policies and procedures to streamline administrative processes and enhance operational efficiency.
• Manage vendor relationships for office-related services, including catering, courier services, and document management, ensuring cost-effectiveness and quality.
• Coordinate office moves, renovations, and expansions, minimizing disruption to business operations.
• Maintain accurate records of office assets, leases, and contracts, ensuring compliance with organizational policies and legal requirements.
• Manage office budgets and expenditures, providing regular reports and forecasts to senior management.
• Implement and manage an efficient mail and package handling system.
• Manage reception and guest services, ensuring a professional and welcoming environment.

2. Maintenance & Infrastructure:

• Develop and implement a comprehensive preventative maintenance program to ensure the optimal functioning of all building systems, including HVAC, electrical, plumbing, and fire safety.
• Manage and supervise maintenance staff and contractors, ensuring timely and quality completion of maintenance tasks.
• Respond promptly to maintenance requests and emergencies, resolving issues efficiently and minimizing downtime.
• Conduct regular inspections of building facilities to identify and address potential maintenance issues proactively.
• Ensure compliance with all relevant building codes, safety regulations, and environmental standards.
• Manage and maintain building infrastructure, including lighting, power distribution, and water systems.
• Oversee the management of building utilities and ensure efficiency and cost effectiveness.

3. Cleaning & Sanitation:

• Develop and implement a comprehensive cleaning and sanitation program to maintain a clean, hygienic, and organized work environment.
• Manage and supervise cleaning staff and contractors, ensuring adherence to established cleaning standards and schedules.
• Conduct regular inspections of cleaning performance and address any deficiencies promptly.
• Ensure the proper disposal of waste and recycling, promoting environmental sustainability.
• Maintain adequate inventory of cleaning supplies and equipment.

4. Security & Safety:

• Develop and implement a comprehensive security plan to protect personnel, assets, and information.
• Manage security systems, including access control, CCTV, and alarm systems, ensuring their effectiveness and reliability.
• Coordinate with security personnel and law enforcement agencies as needed.
• Conduct regular security audits and risk assessments to identify and mitigate potential security vulnerabilities.
• Develop and implement emergency response plans, including evacuation procedures and first aid protocols.
• Ensure compliance with all relevant safety regulations and standards, promoting a safe work environment.
• Conduct regular safety training and drills for employees.
• Manage and maintain parking facilities, ensuring safety and efficiency.

5. Vendor & Contract Management:

• Negotiate and manage contracts with external vendors for various facility-related services, ensuring cost-effectiveness and quality.
• Evaluate vendor performance and ensure adherence to contract terms and service level agreements.
• Maintain accurate records of vendor contracts and performance.

6. Team Leadership & Development:

• Supervise and mentor facilities staff, providing guidance, training, and performance feedback.
• Foster a positive and collaborative work environment, promoting teamwork and communication.   
• Conduct performance reviews and identify training needs for staff development.