Job description

Your role in the team

As a Facilities Lead, you  will assist the Facilities Manager in the delivery of the facilities services and processes for the site.  The essential duties and responsibilities of this position include standardization and optimization of services and infrastructure to support site operational requirements; strategy implementation to achieve breakthroughs in the efficiency and accuracy of services provided; compliance with statutory and regulatory requirements.

Your role will also support the administrative and office functions including management of:  badges inventory and compliance, housekeeping, helpdesk, reception, messenger & mail services, shuttle service, locker inventory, database creation and analysis, budgeting/accounting, maintaining office records, and providing general support services.

Main duties and responsibilities:

Site Operation and Maintenance

1.     Review and update site policies as required and ensures updates are coordinated

2.     Enforce and track adherence to policies and reports breaches to relevant member of leadership

3.     Use access to systems to investigate issues and potential problems providing evidence to support/dismiss claims

4.     Manage incidental reports and ensure that these are properly reported and monitored

5.     Ensure  that floor plans are regularly updated to support seat inventory requirement

6.     Ensure  that all works are compliant with both HSE, Security, and Risk & Compliance Protocols and compliant with legislation

7.     Work closely with OSH/Safety Officers in  the delivery of all  OSH  standards and compliance

8.     Participate in various Facilities and HSE committee meetings, both Manila and WHG-wide

9.     Liaise with PMO for the immediate repairs and replacement of building-owned equipment

10.   Ensure the completion of scheduled preventive maintenance and repairs

11.     Evaluate the billings and performance of all contracted vendors

12.   Implement initiatives in Energy Management System

13.   Implement cost savings and continuous process improvement initiatives

14.   Implement power management systems and maintenance programs for major building equipment

15.   Coordinate with the parking Management to ensure that Parking guidelines is properly implemented

16.   Ensures shuttle schedules are aligned to business needs and adjust as needed

17.   Ensure timely and accurate communications of company initiatives, goals, and objectives

Administrative / General Services  

 

1.    Permits, Licenses, Insurance, and Other Government Statutory Reports/Requirements

Monitor permits, licenses, and statutory reports and that they are filed and completed ahead of time Coordinate with the LGUs and other government agencies such as PCO, PEZA, PAGCOR, BFP, DENR, et al Coordinate with Finance the securing of insurance and surety bonds required in the operation of the business

2.    Budget Management

Tracking and monitoring of CAPEX and OPEX Budget Management and supervision of budget spending Ensure all purchases are within budget and/or within the approved amount. Report all overspent and provide recommendations Evaluate, review, and manage all billings from the utilities and outside services

3.     Asset Management

Inventory of all assets under the supervision of Facilities and Admin team Control, track, and monitor all asset movement and transfer Safekeeping and protection of all data and documents, valuable to the operations Maintain the quality, quantity, and workability of the assets Handles PEZA Farmin/Farm Out processes Handles Disposal of Defective and Hazardous Waste

4.     Customer Service

Manage and supervise all requests and complaints filed either thru email, helpdesk, or verbally communicated Recommend permanent solutions to all frequent concerns and complaints. Implement and improved continuous processes in making sustainable customer service and complaints management

5.     Third-Party Services Management

Monitor and complete all contracts needed for all projects, outside services, and service providers. Manage  the performance of Security, Housekeeping, Transport, Food Concessionaire, and Facilities Maintenance personnel

6.     People Management

o   Handle direct reports; provides training, coaching and performance reviews

7.     Change management and Communication

Requirements for the role:

Graduate of  Engineering course preferably in Mechanical or Electrical Certified SO2 practitioner Certified PCO practitioner

Previous work experience

With a Background in Facilities Supervision/Management preferred, at least 2-3 years of work experience in a BPO industry Possess certification relevant to health and safety (e.g., BOSH, COSH, LCM, SPA,  ToT) Professional and Personal qualifications & knowledge Experience in working with contractors and suppliers and monitoring of service standards Ability to handle, assess and give recommendations to security related incident without any delay to the right authority Can coordinate with different levels in the organization and vendors Well-adept in the Philippine Economic Zone Authority policies and procedures and Asset Management Registered as Pollution Control Officer (PCO) Knowledge of existing Health and Safety legislation and regulations and their applicability to facilities management Working knowledge   of procurement and contracts Willing to work on shifting schedules, weekends and holidays

Skills & Abilities

 

·       Communication

 

o   Proven ability to maintain professional relationships internal/external

o   Excellent verbal and written communication skills are required

 

·       Good Interpersonal skills

 

o   Proven ability to effectively interact with all levels within the organization

o   Proven ability to accept criticism in a professional manner

o   Resourceful and can work with various support groups

o   Ability to communicate effectively with a wide range of people

 

·       PC literate; knowledge of Excel, Word, PPT, MS Access or SQL, AutoCAD

 

o   Broad understanding of Microsoft packages

o   MS Office – strong/advanced knowledge in Word, Excel, Outlook, and PowerPoint; ease of internet use; knowledge in AutoCAD is an advantage

o   Knowledge in macro, MS access, and AutoCAD is an advantage

 

·       Ability to:

 

o   Multi-task and deliver on assigned tasks and responsibilities

o   Respond and lead change

o   Resolve complex problems with minor direction and assess issues objectively

o   Achieve results through the motivation or influence of others

o   Handle difficult situations and can work well under pressure

o   Develop new knowledge and skills

o   Good literacy and mathematical ability

o   Willing to be the key holder for the site and prepared to be called out

o   Thrives in a fast-paced environment

o   Set realistic/achievable targets

o   Detail oriented

o   Analytical

o   Proactive

o   Solution and results oriented

o   Customer focused

o   A strong sense of teamwork