Facilities Management Specialist (PH)

Charge

As the Facilities Officer, you will be crucial in the day-to-day management of facilities operations at the Work.able site. Your role includes building and maintaining strong lines of communication with all departments to address and resolve their concerns effectively. You will manage daily challenges and support on-site work, ensuring that the office environment promotes productivity and efficiency. Additionally, the Facilities Officer will assist in planning and executing the build-out for the permanent site. This involves coordinating with vendors, managing timelines, and ensuring that all facilities meet the highest standards of quality and functionality. Your ability to foresee potential issues and implement proactive solutions will be essential in creating a workspace that supports the dynamic needs of our clients and their teams. In summary, the Facilities Officer is a cornerstone of our operational success, ensuring that the physical environment enhances performance and satisfaction.

High-level Responsibilities

• Support: Provide the resources, authority, training, and support necessary for maintaining the office’s physical environment.

• Guide: Direct the team on areas for improvement, and reinforce strengths to sustain the teams progress.

• Track: Monitor the health of the office environment and intervene when there are performance or quality issues.

Specific Responsibilities

• Build Strong Relationships: Establish and maintain relationships with external parties, including property management, lessors, local government units, and other industry leaders.

• Manage Office Facilities: Oversee maintenance and repairs to ensure the office’s upkeep and implement efficient solutions to improve office functionality. Coordinate vendor staff schedules and ensure their compliance with office protocols.

• Inventory Management: Maintain and track inventories of office and cleaning supplies. Create monthly, daily, and annual reports on pending supply requisitions and costs.

• Office Housekeeping: Monitor and maintain the cleanliness and upkeep of the office environment.

• Facilities Management Knowledge: Possess knowledge in both soft and hard services in facilities management.

• Technical Support: Provide technical support for critical equipment and operations, ensuring all systems function optimally.

• Purchase Requisitions: Efficiently lodge and monitor purchase requisitions to ensure timely procurement.

• Conduct Regular Inspections: Perform regular inspections of furniture, fixtures, lighting, electrical outlets, and restroom fixtures to ensure they are in good working condition.

• Customer Service and Client Relations: Provide exceptional customer service and maintain positive client relationships.

• Oversee Deliveries: Receive and verify the completeness of all incoming deliveries of office equipment, furniture, fixtures, and other fixed assets.

• Coordinate with Financial Analysts: Partner with Financial Analysts to ensure all invoices are accurate and paid on time.

• Create an Organized Work Environment: Ensure employees feel their surroundings are well-maintained so they can focus solely on their tasks.

• Document and File Management: Manage and organize important documents and files.

• Vendor Management: Coordinate vendor staff schedules and ensure their compliance with office protocols. Monitor vendor performance, provide feedback, and conduct performance reviews as necessary.

• Safety and Security: Implement the companys safety program by managing the physical security operations of the site. Present safety and security procedures in line with company standards.

• Collaboration: Collaborate with other departments as necessary

(1) Task Completion Rate: Percentage of tasks or projects completed on time and according to standards

(2) Error Rate: Percentage of errors or mistakes in work output

(3) Average Delivery Time: % of shipments from the office that were turned over to the courier on time

(4) On Time Bills Payment: % of utility bills paid on or before the due date (i.e. no late charges) -

(5) Messenger’s Delivery Efficiency: Rate of successfully completed deliveries

(6) CSAT: % of employees which gave at least a “satisfaction” rating for the support they received -

About You

• High level of Emotional Intelligence and can keep up with changes and new directions. Quick on their feet and overall good decision maker.

• Must have strong moral standards and professional ethics. Should be able to coach and make decisions based on the highest standards of integrity.

• High detail-orientation, and stays on top of things ensuring that nothing falls through the cracks.

• Clearly communicates expectations, instructions, and feedback to team members/stakeholders to ensure understanding and alignment.

• Highly flexible and adaptable to changes in priorities, deadlines, or resource availability while maintaining organizational effectiveness.