Facilities Executive

Job Description

POSITION GOALS - To provide administrative support to FM for site teams - To provide comprehensive management of services covering all facility services to the client with the focus of continuous improvement - To achieve financial and other targets given by Facility Manger. - Achievement of the service level agreements. ROLES AND RESPONSIBILITIES - Site Operations Management - Monitoring of Housekeeping related activities - Arrangement of all consumables and supplies for Client / VIP visits - Interfacing with the pest control for carrying out the pest control activities at the facility. - Monitoring the mail room activities - Preparing the Daily/Weekly and Monthly reports - Collecting all documents from the vendor for compliance audit - Interacting with the Housekeeping vendor. - Taking facility rounds and find out snags and logging complaint with the Help Desk. - Follow up and close the complaint logged. - Effectively manage Facility team to ensure an on time deliverable system. - Routinely Inspect all services to ensure performance measures are being maintained - Provide assistance to FM in all administrative functions, security issues and >Facility services and any other administrative functions deemed by Client - Ownership of the Day-to-day administration, including reports generation of the stock's tracker. - Muster all the housekeeping staff of the shift before deployment and communicate the priorities of the day - Inspect the turn out and attendance of the staff and sign the shift register - Meet the housekeeping in charge during the shift to discuss and communicate priorities for the shift and address complaints - Oversee the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions - Communicate to the FM all incidents' issues and pending problems - Take rounds of the facility regularly to identify issues in and initiate immediate rectification actions Vendor Management - Vendor grooming and real time monitoring of services and periodic reviews and ensure adherence to SLA - Carrying out Vendor Background Checks. - Processing of vendor Invoices Others - Maintaining external employee data. - Preparing floor register for Health and Safety Issues - Compile and update site account details. - Coordinate and organize events requested - Assist in the preparation of Daily reports, Weekly Report and Monthly Management Report - 24/7 emergency call support and site attendance are required - Participate in emergency evacuation procedures including crisis management and business continuity CANDIDATE SPECIFICATION KEY SELECTION CRITERIA Ideal Experience Tertiary qualifications in property, building or facilities management preferable Excellent people skills and ability to interact with a wide range of client staff and demands Demonstrated experience with tendering and service improvement initiatives required. Knowledge of occupational safety requirements Strong PC literacy and proven ability to manage daily activities using various systems. Key Performance Measures Reports on time Accurate billing and invoicing Zero stock out of situation Maintain high standards of housekeeping of facility