Facilities Manager

Job Purpose :

Local office oversight and support to Client. May involve creation, documentation, follow-up and tracking of materials and/or other requirements necessary for the oversight and maintenance of real estate and facility services operations areas within specific market, region, or geography.

Job Scope:

• This position requires the flexibility to perform all listed duties, and other tasks as required from time to time by your manager and follow all established procedures for the duties.
• Preparation and data entry of requisitions for supplier and event payments in the iProcurement system Set up of new suppliers in procurement system
• Obtain quotes from suppliers prior to raising requisition for purchase order in the system Provide relief for Reception and Switchboard
• Provide back up support to order/maintain office stationery & consumables through iProcurement including obtaining quotes etc
• Oversee Security functions with approving the Issue of forgotten/lost security cards & maintain security system in conjunction with Facilities Manager
• Office equipment maintenance and ordering. (ie. water filters, dishwasher, etc)
• Liaise with contractors for site work, eg. maintenance, installations, and coordinate tenancy access with building management
• Assist with the set-up of client and staff meetings/functions as required.
• Liaise with building management when required in conjunction with Facilities Manager Ensure regular meetings are scheduled with the building management team
• Ensure regular cleaning inspections are scheduled with the cleaners and building management Provide access to security technicians for monthly maintenance of the security system
• Liaise with building management when required in conjunction with Client Ensure regular meetings are scheduled with the building management team
• Ensure regular cleaning inspections are scheduled with the cleaners and building management Provide access to security technicians for monthly maintenance of the security system
• Assist with the preparation of Facilities Capex & Maintenance budgets
• Ensure fire warden and 1st aid lists are updated and training is undertaken Manage Locker allocation
• Manage Clear desk policy
• Manage after-hours access for functions, e.g. air/con, cleaning etc. Management of Facilities inbox
• Good knowledge of internal security system C-Cure Good knowledge of EMS Event Management System Provide support to BOH/FOH in their absence
• Create monthly reports EMS recharge report, visitor registration and resource statistics report Obtain quotes and coordinate any ad-hoc cleaning and pest control treatment
• Coordinate access cards for new employees or replacement cards in conjunction with local building management teams
• Arrange cancellation of access cards for terminating employees in conjunction with local building management teams
• Creation of annual POs for your local office/s Event management
• Support in sustainability efforts and cost-saving initiatives
• Any other facilities tasks related to smart office as directed by the Facilities Manager

Responsibilities :

1 Geography

Implement and coordinate operational and process changes

Assist with understanding of support (process, procedure, other) by third party service providers

Assist with reporting requirements via collaboration Client and via partnership with Shared Services Business Operations team

Understand the firm's business strategies and your role/responsibility in facilitating into executable actions

2 Project management

Assist with data gathering as well as the categorizing, formatting, and housing of information for ease of access, usefulness, and accuracy

Collaborate with vendors, contractors, and other third party suppliers in plan, design, communication, and implementation of initiatives, directives, change management or other strategy

Proactively follow-up on action items, deliverables, and tasks; report results

Be responsive and thorough to requests for information

3 Administrative

Cost effective and efficient delivery of facility services/operations

Engagement by appropriate parties in fulfilment of services/responsibilities

Understanding and compliance with standards, processes, and procedures

4 Continuous self-improvement:

Seek opportunities for continued professional development via training, project team engagement, stretch assignments, and affiliations (internal and external)

Be a positive role model with peers and others via actions and words

Continued commitment to excellence, integrity, and strong work ethic 10%

Position Scope:

Management responsibility - (i.e., hiring, coaching, scheduling / delegating work, performance reviews)

Number of direct reports 5

Skills, Knowledge & Experience

Experience:

3 - 5 years of prior experience with focus on administrative support for a facilities service's operations focused environment and exposure to real estate operations. Candidate must be positive, collaborative and thrive in a

customer-oriented team

Knowledge and skills

(General and technical)

Strong interpersonal skills and the ability to quickly learn in a fast-paced, team-oriented environment

Good listening skills; able to take direction and execute on tasks with minimal supervision

A motivated, decisive self-starter

Adaptable; positive influence during time of change process or management

Willingness and eager to learn new technology, skills and enhance capabilities in an evolving environment

Excellent verbal and written communication skills

Exceptional organizational, follow-up and time-management skills Able to multi-task and juggle competing priorities

Strong attention to detail and exceptional follow-up skills Task and deadline oriented

Familiarity with project management tools and procurement methods Maintain at all times, the highest standards of ethics and integrity Demonstrates a commitment to continuous, independent learning for self