Facility Manager

Job Purpose:

To oversee and manage all company facilities, including guest houses and office buildings, ensuring optimal functionality, efficiency, and safety.

Key Responsibilities:

1. Routine inspections of the company’s facilities, identifying maintenance needs and safety hazards.
2. Coordinate with maintenance staff and external contractors to execute repairs, renovations, and preventive maintenance activities.
3. Implement a proactive approach to facility upkeep to minimize downtime and maximize safety.
4. Optimize the utilization of space within the company’s premises.
5. Oversee the allocation of space for employees, new hires and events, ensuring seamless scheduling and resource allocation.
6. Collaborate with security department to enhance security measures, access control, and surveillance systems.
7. Identify, evaluate, and manage relationships with maintenance contractors, service providers, and suppliers.
8. Implement an inventory management system to track and maintain supplies, equipment, and resources necessary for facility operations.
9. Develop procurement plans to address facility-related needs and budget constraints, ensuring cost effectiveness and quality.
10. Establish streamlined processes for documenting facility-related activities, including maintenance records, safety inspections, and inventory records.
11. Maintain accurate and up-to-date documentation to support compliance and reporting requirements.
12. Ensure compliance with health and safety regulations, building codes, and other relevant laws and standards.
13. Conduct regular audits to assess and rectify any non-compliance issues, maintaining a hazard-free environment.
14. Collaborate with cross-functional teams, including Operations and Administration, to ensure effective communication and coordination.
15. Generate regular reports on facility performance, including maintenance activities, budget utilization, and resource allocation.

Key Competencies:

1. Technical Competencies:
   1. In-depth knowledge of facility management principles, including maintenance, repairs, and renovations.
   1. Understanding of building systems such as HVAC, plumbing, electrical, and fire safety systems.
   1. Proficiency in inventory control and management systems.
   1. Experience in procurement processes, vendor management, and contract negotiation.

• Interpersonal and Communication Skills:
• Strong interpersonal and communication skills to interact effectively with diverse stakeholders, including employees, contractors, and vendors.
• Ability to identify and resolve facility-related issues promptly and efficiently.
• Strong decision-making skills to make informed choices regarding facility operations and maintenance.
• Ability to lead and motivate a team of maintenance staff and contractors.

• Organizational and Planning Skills:
• Effective time management skills to prioritize tasks and meet deadlines.
• Strong organizational skills to plan and execute facility maintenance schedules and projects.
• Meticulous attention to detail to ensure accuracy in documentation and record-keeping.
• Knowledge of budgeting and financial management principles.

Additional Competencies:

1. Sustainability: Understanding of sustainable practices and energy efficiency measures.
2. Risk Management: Ability to identify and mitigate potential risks to facility operations.
3. Adaptability: Flexibility to adapt to changing circumstances and priorities.

Qualifications and Experience:

1. Bachelor’s degree in Facilities Management, Engineering, Hospitality Management, or a related field.
2. Minimum of 7 years of experience in facility management roles, preferably in hospitality or corporate settings.
3. Certification in Facilities Management (CFM) or a related certification is preferred.
4. Proven track record of managing large-scale facilities, including guest houses and office buildings.