MAIN PURPOSE OF ROLE

The position of Facilities Supervisor is responsible for overseeing the maintenance and operations of the office facilities to ensure a safe, efficient, and comfortable working environment. This role involves managing the day-to-day activities related to building maintenance, safety, and compliance, as well as coordinating with vendors and contractors.

MAIN RESPONSIBILITIES

Maintenance and Operations: 30%

• Oversee the maintenance and repair of office facilities, including HVAC, plumbing, electrical systems, and general building upkeep.
• Ensure to maintain and continue operation of mechanical systems and UPS systems.
• Ensure all facilities are in compliance with health and safety regulations.
• Maintain and manage physical asset and storage site inventory, maintenance, and repair.
• Conduct regular inspections to identify and address maintenance issues.
• Assures conformance to regulatory requirements and internal standards.

Vendor and Contractor Management: 15%

• Coordinate with external vendors and contractors for maintenance and repair work.
• Monitor the performance of service providers to ensure quality and timely completion of tasks.
• Negotiate contracts and manage budgets for facility-related services.
• Prepare and maintain RFPs, bid information, and other contract documents.

Safety and Compliance: 15%

• Implement and enforce safety protocols to ensure a safe working environment.
• Ensure compliance with local, state, and federal regulations related to building operations and safety.
• Conduct safety drills and training sessions for employees.
• Provides project management and resource support to address Health and Safety needs. May research and identify external consultants and technical experts as needed.
• Applies standard EHS principles and methodologies to interpret, draw conclusions, and recommend options for defined problems.
• Help Admin to make the site a clean and safe environment every day – related to 5S implementation and EHS policies and procedures.
• Coordinate with PEZA for site compliance.

Space Management: 10%

• Manage office space allocation and layout to optimize the use of available space.
• Coordinate office moves and setup for new employees.
• Maintain records of office layouts and space utilization.
• Prepare monthly occupancy status report.

Budget and Inventory Management: 10%

• Develop and manage the facilities budget, including forecasting and tracking expenses.
• Maintain an inventory of maintenance supplies and equipment.
• Ensure cost-effective procurement of materials and services.

Team Supervision: 10%

• Supervise and provide guidance to the facilities team, including custodians, technicians, and other support staff.
• Assign tasks and monitor performance to ensure efficient operations.
• Provide training and development opportunities for team members.
• Responsible for overseeing a third-party service within a professional setting. Duties include relaying information between supplier and upper management, monitoring supplier’s performance to ensure maximum productivity.

Emergency Response: 5%

• Develop and implement emergency response plans for the office.
• Coordinate with emergency services and manage evacuation procedures.
• Ensure all emergency equipment is maintained and operational.

Reporting & Documentation: 5%

• Updates and maintains all required documentation and records for Facilities maintenance and environmental health and safety activities. Ensures all documentation complies with applicable Standard Operating Procedures (SOP’s).
• Develops detailed projection of resources required to accomplish maintenance activities. Develops schedules, runs status reports, and follows-up on pending action items.
• Preparing and presenting regular reports on facility operations.
• Tracking key performance indicators (KPIs).
• Communicating with senior management on facility-related issues.
• Maintaining accurate records of maintenance activities and repairs.
• Documenting safety protocols and compliance measures.
• Keeping detailed logs of vendor contracts and service agreements.
• Assesses current processes and makes recommendations for improvement to achieve greater efficiency.

QUALIFICATIONS

Education

Bachelor's Degree (± 16 years)

Business Engineering, Business Administration, or a related field an equivalent combination of education and work experience

Experience/Background

Minimum 2 years

2 -5 years of experience in facilities management or a related field, or equivalent combination of education and applicable work experience.