Facility Manager

The Facilities Manager is responsible for overseeing both soft and hard facility services, ensuring the seamless operation and maintenance of a companys physical environment and assets. This includes managing maintenance, safety and security, cleanliness, and overall functionality. In addition, the role involves cultivating strong relationships with both internal and external stakeholders.

Duties and Responsibilities

1. Facility Maintenance

a. Develop and implement maintenance plans for buildings and grounds

b. Oversee routine and preventive maintenance for HVAC, plumbing, electrical systems, and other critical infrastructure

c. Coordinate repairs and renovations with contractors and service providers

d. Supervise cleaning, overall upkeep and security and safety of the facilities

2. Safety and Security

a. Ensure compliance with local, regional, and national regulations, including health and safety standards

b. Conduct regular inspections to identify and resolve safety hazards

c. Manage fire safety systems, including alarms and sprinklers, and ensure regular testing and maintenance

d. Establish safety programs and initiatives including protocols for accidents and incidents and its relevant reporting and documentations

e. Leads the security team including protocols and SOPs

3. Budget Management

a. Prepare and manage the facilities budget, including forecasting and cost control

b. Analyze spending and identify areas for cost savings

c. Oversee procurement of supplies and services within budget constraints

4. Vendor Management

a. Source, negotiate, and manage contracts with external vendors and service providers

b. Monitor vendor performance to ensure service levels meet organizational standards

c. Manages billing and payment issues related to facilities services

5. Space Management

a. Plan and coordinate office space utilization and layout changes

b. Manage space allocation for departments and employees including storage facilities

c. Oversee the setup of new workspaces and the reconfiguration of existing ones

6. Emergency Response

a. Develop and implement emergency preparedness and response plans

b. Coordinate responses to facility-related emergencies and incidents

c. Ensure the availability and maintenance of emergency equipment

7. Sustainability Initiatives

a. Promote and implement energy-efficient practices and sustainability initiatives

b. Monitor and report on energy consumption and waste management

8. Staff Management

a. Supervise and train facilities staff and contractors

b. Conduct performance evaluations and address any staff issues

c. Skillset alignment and flexibility to support on other service facets

9. Customer Service

a. Serve as the primary contact for internal and external facility-related inquiries

b. Address and resolve facility-related issues and complaints promptly

c. Provides proper escalations and facilitation of customer requests

10. Administrative Duties

a. Maintain accurate records of maintenance activities, repairs, and inventory

b. Prepare reports and documentation as required

c. Ensures inter-department coordination and support

d. Proficient with the latest industry practices, standards and regulations including any amendments

JOB SPECIFICATIONS

• Bachelors degree in Facilities Management, Business Administration, Engineering, or related field
• Minimum of 5 years of experience in facilities management or a related field, with at least 2 years in a supervisory role
• Strong knowledge of building systems, including HVAC, plumbing, electrical, and security
• Proficiency in facilities management standards, software and tools
• Proven expertise in safety and environmental governance
• Excellent organizational, project management, and problem-solving skills
• Strong communication and interpersonal skills
• Ability to manage multiple priorities and work under pressure
• Clear understanding of facility-related laws and regulations
• Proactive programs and initiatives on facilities management
• High quality reports on maintenance, repairs, safety and other occurrences
• Advance skill level in managing emergencies and crises effectively
• The following are a plus:
  • Facility Manager (CFM)
  • Facility Management Professional (FMP)
  • Certificate in Facility Management
  • Safety Officer 2 (SO2) or above including certifications i.e. OSHA, EPA, etc.
  • Pollution Control Officer (PCO)