Facilities Supervisor

Job description: Facilities Supervisor (multi-tenant warehouse)

The Facilities Supervisor is responsible for overseeing the overall maintenance, security, and operation of the multi-tenant warehouse property. This role acts as the primary point of contact for locators (tenants) and ensures that common areas and shared facilities are well-maintained, safe, and fully operational, in full compliance with all relevant regulations, government permits, and lease agreements.

Basic tasks and responsibilities

Tenant and client relations

• Tenant liaison: Serve as the main point of contact for all locators regarding facility issues, concerns, and service requests.
• Request management: Log, track, and oversee the resolution of all locator maintenance and service requests in a timely and professional manner.
• Conflict resolution: Address and mediate conflicts or issues between tenants concerning shared facilities, ensuring a harmonious and compliant environment.

Maintenance and operations

• Preventive maintenance: Develop, implement, and oversee a preventive maintenance program for common areas and building systems, including lighting, plumbing, electrical, and HVAC (if applicable).
• Routine inspections: Conduct regular inspections of the warehouse interior, exterior, grounds, and common areas to identify maintenance needs, potential hazards, and ensure adherence to lease terms and safety standards.
• Contractor management: Coordinate and supervise external vendors and contractors for specialized repairs, pest control, waste disposal, security, and janitorial services for shared spaces.
• Maintenance team supervision: Oversee and guide (IF any) any in-house maintenance or technical staff, ensuring all work on shared facilities is completed efficiently and to required standards.

Safety, security, and compliance

• Health and safety: Develop, implement, and enforce robust health and safety protocols for the entire property, ensuring a safe working environment for all tenants and their employees within common areas.

• Permit and license management: Track, prepare documentation for, and manage the timely renewal of all property-level permits and licenses. This includes, but is not limited to:

• Bureau of Fire Protection (BFP) Permits: Ensure compliance with fire safety regulations and manage the annual renewal of the Fire Safety Inspection Certificate (FSIC) and other related permits.

• Philippine Economic Zone Authority (PEZA) Permits: Coordinate with PEZA for the necessary permits and clearances related to facility operations within the economic zone, ensuring the property maintains its accredited status.
• Local Government Unit (LGU) Permits: Manage the annual renewal of the Business/Mayor's Permit, Sanitary Permit, and Barangay Clearance with the respective local authorities.
• Environmental Permits: Ensure compliance with the Department of Environment and Natural Resources – Environmental Management Bureau (DENR-EMB) for environmental permits as required (e.g., Waste Discharge Permit, Permit to Operate Air Pollution Source).
• Security coordination: Liaise closely with the contracted security agency to implement and monitor access control, manage traffic flow, and ensure the overall security and safety of the premises and its occupants.
• Emergency response: Establish and manage emergency response procedures, acting as the primary on-call contact for after-hours incidents and coordinating the appropriate response (e.g., fire, power outage, natural disaster).
• Inspection readiness: Prepare the facility for inspections by various government agencies (BFP, PEZA, LGU, etc.) and address any findings or violations promptly.

Documentation and reporting

• Record keeping: Maintain comprehensive and up-to-date records of all maintenance work, inspections, incidents, permits, licenses, and tenant communications.
• Reporting: Prepare and submit regular reports to management regarding facility status, operational challenges, safety performance, and compliance matters.

Carries out other related duties as required and assigned by management.