Overview

The Facilities Officer supports the Facilities Supervisor and Manager by overseeing the day-to-day implementation of policies, procedures, programs related to all maintenance activities and all workplace services delivery that provide a well-managed and well-maintained campus encompassing all facets of the physical space with a focus on cleaning services, waste management, pest control, EHS and other legally required compliance requirements, health & safety, gardening, space planning and procurement of furniture and small equipment, as well as managing the requests for event set-ups and breakdowns. An emphasis of this role is placed on a liaison point to timely respond to the concerns and needs of the campus users, environmental and occupational health and safety. This position coordinates and is responsible for the delivery and quality control of all soft services provided by the outsourced services providers. Providing administrative and technical support to the Facilities Department and Department Manager involves various responsibilities, including but not limited to: Assisting the Facility Manager in ensuring that all aspects of campus services are delivered to the highest possible standards in accordance with the relevant requirements Supporting the day-to-day management of the Facilities Manager Supervising specific tasks as requested by the Facility Manager and providing dedicated support to all program components as needed.

WORKDAYS: Monday to Friday, and Saturdays during term time in rotation with the Facilities Supervisor, based on needs. Alternative time in lieu during the week can be chosen.

WORK SHIFTS: (1) 07:00 to 15:30 (incl. 30 minutes lunch break); (2) 09:30 to 18:00 (incl. 30 minutes lunch break), in rotation with the Facilities Supervisor. 

WORKING LOCATIONS: Based in PRIMARY CAMPUS; you must be open to rotating your work location.

Responsibilities

Service delivery and vendor management

• Establish work priorities and organize work schedules by regularly updating and tracking the 52-weeks (evergreen) calendar.
• Ensure the outsourced services providers deliver the regular services in line with service level agreements, and regularly review their performance through meetings and documentation as evidence. Manage the outsourced services providers to ensure the delivery of quality results and make recommendations on improvement opportunities where required.
• Continue to build up and maintain the SOP documents to meet the facilities related work procedure to make sure the operation stable to avoid job rotation effection. 
• Coordinate requests for additional services, including, but not limited to, event set-up and break down, overtime for janitorial services, etc., with the outsourced services providers, ensure that requests are responded to in a positive and timely manner and monitor the quality of services.
• Regularly assess campus users’ needs and ensure issues are resolved timely.
• Ensure that all related documentation and reports required for the area of responsibilities are completed accurately and on time, including, but not limited to, space utilization lists, furniture and small equipment lists, operating manuals, outsourced services providers personnel lists, vendor contract files and other reports and documentation, as required.

Financial Management

• Support the annual budget planning cycle by providing input to the OPEX budget lines in the area of responsibility.
• Manage and control the expenses within the assigned OPEX budget. 
• Administer procurement and other fiscal management activities associated with minor development projects (e.g. space remodeling), as well as furniture and small equipment.

Compliance, Environmental, Health & Safety and Risk Management

• Support the Facilities Supervisor and Manager with the processing of legally required compliance inspections, including, but not limited to, fire safety, building safety, etc.
• Serve as the point of contact for Governmental departments (e.g., local police station, fire brigade, Government agencies regarding building code related issues, etc.), if required.
• Participate and provide professional solutions to a variety of committees, task forces, and/or other groups related to health & safety, and crisis/incident management.
• Be a member of the Incident Management Team (IMT) and assist with other health and safety related issues, such as emergency drills organization and recording. 

Business Development

• Review existing operations regularly and improve operational standards.
• Ensure escalation and incident reporting procedures are established, implemented, and followed.
• Assist in the development of guidelines and strategies for stakeholders.
• Implement small size (below 10 seats) of churn move projects.
• Manage school space in tidy and efficient utilization.
• Escalate risk or non-compliance issues to the Facilities Supervisor and Manager. .
• Other duties may be assigned by the Facilities Supervisor and Manager.