Facilities Manager - Investment Management Firm

Facilities Manager - Global Investment Management Firm

Job Function Summary :

- Manages internal and external resources to drive superior facility services and workplace functions

- Support and assist the CSRE Manager and the team with administration requirements.

- Oversee and supervise the managed space service providers operations on ground.

- Communicates workplace safety precautions to employees.

- Ensures security and emergency preparedness procedures are implemented properly.

- Review and manage procurement operations - RFP/RFQs, Vendor Onboarding, Competitive Bidding Analysis , Service agreements review, Purchase Requisitions & POs issuance

- Manage the Vendor Invoices & Payments on timely basis.

- Receive deliveries; sort and track the office consumables.

- Carry out building, office space & meeting room checks on a daily basis, ensuring any issues are dealt with in a prompt and efficient manner.

- Update and maintain the Floor Plans on Office Space System

- Ordering and upkeep of the stationery including the first point of call for all printer enquires and ordering the consumables

- Responsible to manage the employee transportation services & operations

- Manage the employee travel & hospitality operations - Domestic & International

- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

- Ensure attending contractors onsite have authority to work and have provided the correct health & safety and risk assessment documentation to commence work. Record contractor activities onsite.

- Manage all moves, adds, and changes while working/collaborating with IT, Security and end-users etc

- Take initiatives in identifying & implementing industry best practices in alliance with the organization policies & procedures.

- MIS In charge. Developing & ensure regular updates of all reports, as applicable.

- Ensuring the facilities meet compliance standards and government regulations

- Create & Track the SLA/KPI Trackers for the vendors/ sub-contractors

- Other duties as assigned

Qualifications/Skills Required:

- A degree-level qualification in Real Estate Management/Facilities Management or related field would be advantageous, but is by no means essential

- 10+ years of facilities operations management experience in Financial Institutes or Technology industries

- Working knowledge of regulatory agency requirements

- A team player who is independent, respectful and supports/ communicates constructively

- Must be able to work a flexible schedule as the business demands (nights, weekends.)

- Able to prioritize and multi-task in a fast moving, high pressure, constantly changing environment; high sense of urgency

- Energetic and detail-oriented with a professional service-oriented demeanor

- An analytical mindset with problem-solving skills

- Experience in an international office environment

- Competent with Microsoft Office suite

- Demonstrable understanding of purchasing, invoicing & procurement process