Title:  facility supervisor
Reports to Account Manager

 

Key Business Responsibilities :
• Fully understand agreed Standard Work Scope of Facility Mgt & office administration job in some office
• Drive day to day local Facility Management operation
• Manage all office administration work like reception, phone operator, office cleanness, security, mail service, food & beverage supply, stationery, employee meal card, visa service etc.
• Manage all office & building’s facility management compliance with agreed standard, and ensure no impact to business continuity.
• Following agreed service level and standard, setup local operation process, function service procedure, service standard, and implementation in this office.
• Prepare a strategy operation plan, and drive local office job improvement as per Client FM policy.
• Drive local office Monthly/quarterly/annually plan and provide accurate operation report.
• Solve independently local FM requirement and complaint from end user, and provide immediate action plan and solution.
• Manage one team including receptionist, operators, technicians, cleaner, tea ladies, and security to achieve business results in terms of cost, site delivery and quality
• Direct, train, and monitor team daily operation & service in compliance with agreed service process, standard.
• Lead the team members in the development and execution of continuous improvement programmes
• Evaluate all team performance by function and individually, is able to adjust job scope case by case.
• Establish performance criteria and parameters for vendors and service providers. In conjunction with procurement, initiates leverage on vendor contracts, service agreements and volume of procurement.
• Manage, control, analyze, forecast and report expenses including assistance with the annual preparation of the budget and full year projections
• Manage all local FM cost and payment timely, submit regular cost report as required. 
• Evaluate local FM expense and contractor quotation, provide cost saving proposal to meet cost saving plan.
• Establish office equipment maintenance and repair plan, including M&E, critical Server/Lab UPS, FM200, Air-condition, electricity system, general office maintain, plumbing system etc to keep office equipment properly.
• Responsible for the efficient operation of the facilities service desk/helpdesk through the facilities management team
• Coordinates with Corporate Security and local EHS representative on office EHS & security matters concerning office safety and security though audit responsibility.
• Ensures compliance with regulatory codes and environmental guidelines, and establish critical systems testing and emergency procedures in each facility in association with relevant internal or external consultants.
• Host regular local communication meeting with client and end user, and maintain internal relationship with end user.
• Conduct regular Customer Satisfaction Survey in compliance with Service Level Agreement, and provide operation improvement plan
• Represent Client and develop a strong working relationship with the building landlord and building services staff of each facility to ensure coordination and integrity of services provided
• Manage and develop all FM documentation in order including FM manual, service process, procedure, contracts, specification, handover files etc. and keep them in update. 
• Coordinate and negotiate office renovation project with client Real Estate & Construction vendor, and project handover
• Manage Office space planning and update MS space regularly
• Other tasks assigned by FM team

 

General Qualification Requirements:
• Minimum of 5 years direct related experience in a MNC facility/Office management accountability role or in a similar role in an advisory or outsourced service provider role
• Experience to prepare strategy operation plan and strong ability to follow up
• Experience in planning and maintenance program methodology covering equipment such as but not limited
• Experience in facilities/office operating budget preparations
• Excellent interpersonal, client management, and consultation skills required
• Must possess leadership skills and team player,
• Must have experience in supervisory and administrative role
• Technical/engineering background is an advantage but NOT a must. Property Management, Facility Management or Facilities project management qualifications would be preferred.
• Must be well-organized and able to prioritize multiple tasks
• Ability to work independently and exhibit a strong customer service attitude
• Superior oral and written communication skills required- both Mandarin and English
• Software competency: Microsoft Office
• Practical knowledge in procurement, contract administration, regulatory/governmental codes and regulations
• Basic relationship management skills
• Basic negotiating skills in project/construction management, procurement and contract administration
• B.A./B.S. or equivalent education