Facilities Manager

Job Purpose

To manage the tenancy contracts, maintenance, customer and third-party relationships of assigned facilities/outlets ensuring their layout, services and surrounding environment meet the needs of clients/tenants. Also, to manage the refurbishment and cleaning services in the facilities and catering outlets whilst reporting defects and implementing corrective measures as needed.

Key Result Responsibilities

• Manages all the tenancy/services contractual relationships, administration and communication for the assigned facilities to ensure the facilities are run and maintained as per agreed standards and up to the customers’ expectations.
• Negotiates, Issues/renews and manages the administration and monitoring of the tenancy contracts and SLAs ensuring adherence by all parties to terms and conditions, agreed standards, and specifications as well as maximizing the benefit of the company from those contracts/SLAs.
• Communicates with tenants, vendors, suppliers and clients to collect necessary documents and prepares contracts for the verification of legal department prior executing.
• Coordinates with Finance and HR teams to ensure timely and accurate debiting of tenancy fees to employees accounts as well to manage utilities invoices and recharges for services provided to subsidiaries.
• Maintains an accurate and up-to-date database of all tenants’ contacts and contracts with expiry dates to manage the renewal accordingly ensuring evacuation notices are considered as per agreed terms.
• Manages the procurement, installation, repair, warranty and replacement of all kitchen and electrical equipment in the facilities and F&B outlets
• Works closely with maintenance engineers to execute a risk-free delivery of renovations/refurbishment/maintenance plans in the assigned facilities with focus on cost-effectiveness, quality, timeliness and conformity with agreed specifications and in line with approved quality standards.
• Establishes/maintains effective relationships with clients and vendors to ensure satisfactory delivery of services; acts as the focal point for clients, understands their requirements for layout and fittings and communicates to engineers/contractors for execution.
• Assists the GM/Engineers in developing the specifications, sourcing and evaluating the quotations/tenders for new furniture/equipment to be installed in the assigned facilities.
• Reviews layout, design sketches, and shop drawings of projects in line with project agreed specifications and requirements and clients’ requirements; checks the BOQs and identifies any variations from original specifications.
• Partners with maintenance team to manage a preventive maintenance schedule for assigned facilities to ensure no break down in the Fire Alarm System, Fire Extinguishers, and elevators to avoid any disruption. Coordinates with stakeholders and tenants/clients to rectify issues once identified.
• Sends necessary notifications and advices to tenants/clients informing them with any maintenance/disruption/changes/service activities taking place
• Supports the GM in preparing the budget for all the fit-out works in the assigned facilities ensuring cost-effectiveness with no compromise on quality standards.
• Manages the relations with the pest control Contractor to ensure application/maintaining of control a per agreed scope. Coordinates with project engineer on schedules and process for execution.
• Coordinates with I-Clean to ensure proper and timely cleaning services are executed in the facilities.
  
  

• Provides direction, coaching and guidance to team members for their career and professional development
• Creates a conducive working environment to build and sustain a performance driven, engaged, and committed team.
• Ensures people management responsibilities are handled effectively in line with company procedures.
  
  

• Bachelor’s degree in any stream, a diploma in interior design/engineering from a recognized college.
• Project Management certificate or the proven corresponding working experience is a plus.
• Experienced in preparing budgets and cost estimates.
• Dynamic and physically fit for the job, requires frequent movement.
• Proficient in Microsoft Office.
• Excellent in written and verbal communication skills.
• Fluent in English Language.
• Demonstrates high accuracy and attention to both results and details.
• Capable of identifying pitfalls and implementing corrective measures.
• Knowledge in cleaning services and pest control handling.
• Cost-oriented, demonstrates effective negotiation, problem solving and decision-making skills.
• Multi-task oriented, self-motivated, displays energy and enthusiasm.
• Well-organized and has excellent customer and clientele management skills.
  
  

• 10+ years of related experience handling facilities management including tenancy contracts, Service Level Agreements, maintenance and cleaning services.
• Experience with construction company and exposure on engineering projects is an advantage.
• Hands-on experience in interior design including drawings, fitting, installations, specifications, etc.
• Has worked on executing contracts and SLAs of technical nature.
• Working experience in developing/maintaining effective business relations both internally and externally.