Assist the Manager with the effective day-to-day well-functioning of assigned facility. Assist the Manager in planning assigned facility optimal space utilization. Developing assigned facility operating budgets, ensuring compliance with internal policies and guidelines, assist manager with negotiating vendor contracts.
Essential Duties & Responsibilities:
- Oversee day-to-day well-functioning of assigned site
- Supervise facility central services such as reception, security, cleaning, catering, waste disposal and parking
- Conduct and document regular facility inspections
- Ensure compliance with health and safety standards, local and industry codes
- Supervise maintenance and repair of facility and equipment
- Inspect/coordinate/perform the maintenance and repair of facilities, grounds and related equipment
- Assist Manager in preparing assigned facility operating and capex budgets
- Monitor expenses and payments against budgets
- As needed assist Manager in generating regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases
- Implementing best practice processes to increase efficiency for assigned facility
- As required obtain quotes from vendors and suppliers for services, products and/or equipment.
- When suitable partner with indirect procurement to negotiate contracts optimizing delivery and cost saving
- Coordinate and monitor activities of contract suppliers and vendors
- Develop, foster, and maintain good contractor, suppliers, and vendor relationships
- Develop and maintain performance and saving KPIs with suppliers and vendors
- Advise on and monitor energy efficiency
- Respond to facility and equipment alarms and system failures
- Provide prompt response to requests and issues from occupants and internal customers
- Coordinate and oversee intra-office moves
- Supervise and/or assist Manager with oversight of construction, facility refurbishment and renovations projects
- As applicable, performance manage, develop and train facility's staff
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Education & Special Trainings:
- Associate or Bachelor's degree (or equivalent) in Facilities Management, Engineering or related qualification such as Project Management, Organizational Management, or Construction Management
- Working knowledge of principles and practices of project management, electrical and mechanical systems, health, safety and environmental regulations, construction, maintenance and all facets of facility operations
- 3 years (in related experience)
- Fluent in English
- Knowledge of Microsoft Word, Excel, PowerPoint, and Outlook
Competencies:
- Customer service orientated
- Excellent communication skills (able to effectively communicate at all levels of the organization)
- Good planning and organizational skills
- Problem analysis and solving abilities
- Decision-making abilities
- Adaptable
- Team player