Facility Specialist

Job Description

The role is responsible for supporting the efficient, safe, and compliant operation of workplace facilities through the coordination of maintenance, facility systems, contractor activities, and space utilization monitoring. It ensures that all critical building systems, equipment, and workplace assets are properly maintained, operational, and aligned with business needs and regulatory requirements.

The position also provides day-to-day support in managing office space readiness, tracking desk utilization and occupancy trends, maintaining compliance records, coordinating with building management and external service providers, and contributing to reporting and analysis that support workplace planning, leasing decisions, and overall service delivery. In addition, the role assists in procurement, waste management, permitting, and other workplace administration activities that add value to the broader Workplace team.

Responsibilities

Maintenance, Repairs & Asset Care

• Plan, coordinate, and oversee preventive and corrective maintenance across electrical, mechanical, plumbing, and civil works.
• Maintain asset registers, maintenance schedules, and service histories; recommend repairs, upgrades, and replacements.
  
  
  

• Oversee operation, servicing, and readiness of FDAS, CCTV, access control, HVAC, emergency lighting, generator/UPS and related utilities.
• Coordinate testing, commissioning, certifications, and rectification works to keep systems compliant and operational.
  
  
  

• Source, coordinate, and supervise contractors; monitor performance against agreed SLAs and safety standards.
• Validate work completion, service reports, quotations and invoices; ensure permit-to-work and risk controls are followed.
• Issuance of work permit and ensure submission of HIRA by the contractor.
  
  
  

• Support specification, sourcing and procurement of materials, tools and critical spares; maintain basic stock control for essential parts.
  
  
  

• Coordinate waste segregation, storage, hauling, and disposal with accredited providers; maintain required manifests and records.
  
  
  

• Support securing and renewing facilities-related permits/certificates (e.g., Fire Safety, equipment/system certifications, environmental requirements) and facilitate inspections with relevant agencies.
• Ensuring all critical equipments like power, UPS, and fire safety are always in working condition.
• Maintain compliance documentation and close out findings from audits, inspections, and internal reviews.
  
  
  

• Act as liaison with building management on service responsibilities, utilities/metering, building works, handovers, and defect rectification within the leased premises.
  
  
  

• Track, monitor, comply, and collect the daily desk utilization thru Flowscape or access control dashboard.
• Support the day-to-day management of office space utilization, ensuring efficient use of desks and common areas.
• Assist in gathering and consolidating occupancy data (e.g., headcount, utilization trends, peak usage) to support space planning decisions.
• Provide inputs to the Workplace Manager on observed workplace trends that may impact future space requirements (e.g., consistent full bookings, department growth patterns).
• Support the preparation of basic reports and data summaries used for leasing strategy and office expansion planning and share with the management as part of the monthly reporting requirement.
• Monitor early indicators of space constraints (e.g., frequent overbooking, lack of available desks) and report them proactively.
• Assist in tracking headcount movements and aligning them with workspace capacity under guidance.
• Support scenario tracking (e.g., growth vs. current capacity) by maintaining simple logs or data references for management review.
• Experienced in space planning, including optimizing workspace layouts to support operational efficiency and employee productivity.
• Proven track record in office fit-out projects and enhancement of existing office spaces, from planning through execution, ensuring alignment with business requirements and workplace standards.
  
  
  

• Prepare regular updates on maintenance performance, system uptime, contractor performance, compliance status, and key risks to support workplace decision-making.
  
  
  

• Other workplace service tasks that contribute value, as needed by the broader Workplace Administration Team.
  
  
  

• Bachelor’s degree in engineering, Facilities Management, or a related field.
• Further Facility or management training in Facilities Management or Engineering disciplines.
• Minimum 5–7 years of experience in hard facilities management, including supervision of multi-system building operations.
• Experience in corporate/BPO environments with large-scale operations.
• Exposure to multi-site or regional facilities management.
• Basic safety or facility certification (e.g., Basic Occupational Safety, Permit-to-Work, or equivalent).
• Facilities Management certification.
• BOSH/COSH.
• Pollution Control Officer (PCO).
• ISO Certifications (9001, 14001, 45001, 27001 – Internal Auditor or equivalent).
• Advanced building systems or relevant certifications.
• Knowledge of core building systems (FDAS, CCTV/access control, HVAC, emergency power, utilities).
• Contractor coordination and basic procurement processes (including quotation review).
• Budget monitoring, variance tracking, and cost awareness (OPEX).
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) for reporting, documentation, and communication.
• Working knowledge of Microsoft Teams and SharePoint for collaboration, file management, and coordination.
• Ability to use maintenance tracking systems or basic CAFM tools.
• Familiarity with Philippine building, fire, environmental, and safety regulations.
• Understanding of preventive maintenance practices, risk controls, and permit-to-work systems.
• Working knowledge of lease obligations.
• Understanding of workplace strategy, space planning, and desk utilization concepts.
• Awareness of ISO standards and compliance frameworks.