Facilities Management Executive

Facility Management:

• Facility Operations, Maintenance and Repairs:
• Manage daily operations of the facilities including HVAC, electrical, plumbing, and security systems.
• Oversee the maintenance and repair of all company facilities, ensuring that they are safe, operational, and compliant with relevant regulations. (i.e. ISO, SOC2 Type2, DOLE, etc)
• Coordinate with external contractors and service providers for specialized maintenance and repair work.
• Implement and monitor preventive maintenance programs to reduce downtime and prolong the life of facility assets.
• Manage the disposal of obsolete or damaged office furniture, equipment and other assets assigned to Admin.
• Support space planning, office moves, and facility upgrades.
• Supervise facility management staff / third party personnel, providing guidance and support to ensure good performance and delivery of the required services.
• Safety and Compliance:
• Ensure all facilities comply with health, safety, and environmental regulations such as but not limited to OSH (Occupational Safety and Health) and ISO, SOC2 Type2 standards.
• Conduct regular safety inspections and audits, and implement corrective actions as needed.
• Budget Management:
• Manage the facility maintenance budget, ensuring cost-effective operations.
• Inventory Control:
• Manage inventory of office assets, supplies and equipment to ensure that necessary items are available while minimizing excess inventory.
• Conduct regular inventory audits and implement inventory control procedures.
• Contract/Vendor Management (Thirty Party Personnel, Facilities & Supplies, Travel and Mobilization):
• Develop and maintain relationships with key suppliers and vendors.
• Manage evaluation of supplier/vendor performance and take corrective action as needed to ensure high-quality and reliable service/supply.
• Maintain a database of suppliers and vendors for future and existing reference.
• Ensures compliance of suppliers/vendors to Vendor Accreditation requirements.
• Contract Management (Thirty Party Personnel, Facilities & Supplies, Travel and Mobilization):
• Review and negotiate terms and conditions of contracts with suppliers and service providers.
• Review, and manage contracts to ensure compliance with company policies and legal requirements.
• Monitor vendor performance and ensure that all parties fulfill their contractual obligations.
• Ensure all contracts and policies comply with ISO standards and relevant legal regulations.
• Maintain comprehensive records of all contracts and policies and related documentation.
• Address and resolve any contract-related issues or disputes in a timely manner.
• Executive Assistance
• Manages CEO schedule, arranging meetings and travel, handling confidential information and serving as a liaison between the executive and internal or external stakeholders.
• Travel Arrangement/Mobilization
• Oversees and executes end-to-end travel arrangements for employees and executives, including flight bookings, accommodations, transportation, visa processing and travel insurance.
• Ensures all travel needs are met efficiently, cost-effectively, and in compliance with company policies and budget guidelines.
• Coordinates with internal stakeholders and external providers to deliver a smooth and hassle-free travel experience.
• Education – Minimum of 5 years of experience in facility management and/or purchasing, with at least 2 years in a supervisory role.
• Experience in negotiating contracts and managing supplier relationships.
• Knowledge and Skills
• Knowledge of ISO standards and OSH regulations relevant to Facility and Asset Management.
• Strong leadership and team management skills.
• Strong organizational skills
• Good communication and negotiation skills.
• Proficient in Microsoft Office, Google Workspaces
• Strong analytical and problem-solving abilities.