Facilities & Office Operations Specialist
Key Responsibilities
Facility Management
- Supervise maintenance and daily operations for the head office and regional branches.
- Handle and resolve facility requests promptly.
- Set up and furnish new offices to meet company standards.
- Standardize and enforce office policies and procedures.
- Manage cleaning, pest control, and other recurring services.
- Coordinate office renovations, relocations, and closures smoothly.
- Prepare monthly reports on facility performance.
- Ensure preventative maintenance schedules are followed.
- Monitor KPIs, SLAs, and ensure compliance with office standards.
- Maintain strong relationships with facility service providers and review their performance regularly.
- Process and track supplier invoices and payments.
- Ensure office branding and installations align with corporate guidelines.
Procurement & Vendor Management
- Work with vendors to deliver goods and services on time, at the right cost and quality.
- Identify cost-saving opportunities with Procurement Manager.
- Support procurement projects (supplier sourcing, quoting, ordering).
- Onboard and document new vendors.
- Manage supplier relationships and evaluate their performance.
- Track budgets, report actual costs vs. planned, and support budget planning.
Health, Safety & Environment (HSE)
- Ensure offices follow HSE policies and local regulations.
- Conduct regular safety audits and update policies yearly.
- Keep first aid kits and HSE supplies stocked across offices.
- Hold quarterly HSE meetings and prepare compliance reports.
Sustainability
- Lead sustainability initiatives across all offices.
- Monitor and report energy consumption and waste management.
- Apply HQ sustainability guidelines and encourage eco-friendly practices.
Qualifications & Experience
- 1–3 years of experience in facility management, with exposure to procurement.
- Skilled in MS Office (Excel, emails, databases).
- Strong organizational and multitasking ability.
- Excellent problem-solving skills and attention to detail.
- Clear written and verbal communication.
- Customer service focus.
- Experience with budgets and financial reconciliations.
- Creative, proactive, and able to suggest improvements.
- Willingness to travel up to 20%.