Facilities Coordinator/Facilities Officer

KMC SAVILLS is the Philippines' leading full service real estate solutions provider for local and multinational business locators.

POSITION : Facilities Officer

DEPARTMENT : Facilities Management - Head Office

WORK LOCATION : Makati/Multiple Sites

JOB QUALIFICATIONS

• At least Two (2) years of work experience in the related field
• With work experience in Facilities Management is an advantage
• Bachelor's/College Degree in Business Administration or any related field.
• Skills : People management, Personal Development, Excellent leadership skills, Excellent communication skills , Logical reasoning skills, Technical competencies &Negotiation skills

Job Description

1. Administrative Functions

1.1. Records Management. Monitors the data monitoring and ensures that individual SharePoint on site is up to date.

1.2. Reports and Correspondences. Ensures to collate and FM report is according to AM standard.

1.3. Supply and Inventory Monitoring.

1.3.1. Ensures that both KMC and client's supply and inventory are recorded and monitored with the FM site lead/POC.

1.4. Master Asset Inventory. Ensures that all assets are properly recorded and monitored with the FM site lead/POC.

1.5. Information Dissemination. In charge of disseminating information on site (weather update, trainings/webinars internal/external, etc., earthquake and fire drill activities.

1.6. Manage Schedules and Deadline.

1.6.1. Liaise with the AM Admin Team to coordinate schedules of AM events, activities, etc.

1.6.2. Liaise with the AM Admin Team to execute schedule of all AM events, activities, etc.

1.6.3. Monitors deadlines (FM Reports, specific tasks for AM Head Office and the onsite team).

1.7. Building Activity for the Year. Collates the Building Activity and Training for the Year.

1. Administrative Audit

2.1. Conducts a surprise audit with checklist to all sites.

2.2. Ensures files and documents are in ISO standards.

2.3. Monitors documents/files in SharePoint and compliance of the onsite team.

1. Procurement Process

3.1. Handles Purchase Requisition, preparation of Abstract of Bids, and monitors execution of Purchase Order.

3.2. Gather vendor requirements for accreditation.

3.3. Ensures that Vendor List is up to date.

3.4. Ensures integrity on the end-to-end process.

1. Financial

4.1. Expense Monitoring

4.1.1. Admin Miscellaneous. Liaise with the AM Admin Team for the documentation for the execution of all the miscellaneous FM employees on site - if needed.

4.1.2. Consolidate FM expenses (PCF, reimbursements, and PO expenses – if needed)

4.2. FM Receivables

Assist the AM Admin Team to check the FM billings

1.1.1. Process the vendor billing statements/invoices/payables to Finance Department

1.1.2. Track and follow up for payment/collection from the clients.

1. People Management

2.1. Train new hire members of the FM team and assess the performance. Provide coaching and guidance to ensure maximum efficiency.

2.2. Ensure the smooth and adequate flow of information within the Facilities and AM Administrative Team.

1. Technical

3.1. Monitors the 52-Week Calendar of all sites.

3.2. Close coordination with KMC Savills' Technical Services Group for in-house technical services.

3.3. Coordination with the technical vendors related to site's BMS, critical equipment and other technical related items.

1. Training

4.1. Safety and Security Trainings (BOSH, PCO, First Aid, etc.) Handles proposals, schedules and payments and preparation of training bond agreement.

4.2. Collation of certificate or completion of all trainings and endorsement to the HRBP.

1. Business Development

5.1. Catch up with Clients. Conducts and facilitates monthly/quarterly business review with clients.

5.2. Conducts Customer Satisfaction Survey for Facilities Management.

1. Operational Enhancement

6.1. Suggests ways to streamline the process of Asset Management to offer the best service to the clients.

1. Others

Perform other related works that may be assigned by the Management

Job Type: Full-time

Pay: From Php30,000.00 per month

Benefits:

• Additional leave
• Company events
• Health insurance
• Life insurance
• Opportunities for promotion
• Paid training

Application Question(s):

• What is your expected salary?
• Are you a registered civil, electrical or mechanical engineer?
• How many years of Facilities or Property Management work experience do you have?
• Are you willing to work in Makati?

Education:

• Bachelor's (Required)

Experience:

• Facilities Management: 2 years (Required)

Work Location: In person