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