Facility Manager

Job Description

We are looking for an experienced and proactive Facility Manager from the real estate or property management industry to oversee the day-to-day operations and maintenance of six buildings. The candidate will be responsible for managing housekeeping, security, administrative support, office boys, maintenance personnel, vendors, and other facility-related services.

The ideal candidate should have strong operational and people-management skills, experience handling multiple buildings, and the ability to maintain high standards of cleanliness, safety, security, service quality, and cost control.

Key Responsibilities

1. Multi-Building Facility Management

• Manage the daily operations and ensure smooth functioning of all facilities.
• Conduct regular site inspections to ensure buildings are clean, safe, operational, and well-maintained.
• Develop standard operating procedures (SOPs) for facility operations and ensure compliance.
• Coordinate with tenants, occupants, management, and other stakeholders to resolve facility-related issues.

2. Housekeeping Management

• Supervise housekeeping staff and ensure all common areas, washrooms, lobbies, staircases, parking areas, and premises are clean and hygienic.
• Prepare housekeeping schedules, duty rosters, and cleaning checklists.
• Monitor staff attendance, performance, grooming, and discipline.
• Ensure adequate availability of cleaning materials and consumables.

3. Security Management

• Supervise security guards, supervisors, and security agencies.
• Ensure proper visitor management, entry/exit registers, access control, and CCTV monitoring.
• Manage security duty rosters, shift coverage, and incident reporting.
• Implement emergency response procedures and fire and safety protocols.

4. Maintenance and Building Upkeep

• Coordinate preventive and corrective maintenance of electrical systems, plumbing, lifts, HVAC, DG sets, pumps, and other building infrastructure, as applicable.
• Ensure timely resolution of complaints and breakdowns.
• Coordinate with technicians, contractors, and service providers.
• Maintain maintenance schedules, service records, and equipment logs.

5. Administration and Support Staff Management

• Manage office boys, pantry staff, reception or front-office personnel, and other administrative support staff.
• Monitor attendance, leave, punctuality, uniforms, and work allocation.
• Ensure timely completion of office errands, pantry services, document movement, and other administrative tasks.
• Establish clear reporting structures and accountability for all support staff.

6. Vendor and Contractor Management

• Coordinate with housekeeping, security, pest control, waste management, maintenance, and other service vendors.
• Monitor service quality and ensure contractual obligations and service-level agreements are met.
• Verify vendor attendance, manpower deployment, invoices, and service reports.
• Identify reliable vendors and negotiate cost-effective service contracts.

7. Budgeting and Cost Control

• Prepare and monitor monthly facility operating expenses within approved budgets.
• Control expenses related to manpower, housekeeping supplies, maintenance, utilities, and vendor services.
• Track invoices, purchase requests, consumables, and recurring expenses.
• Identify opportunities to reduce costs without compromising service quality.

8. Compliance, Safety and Reporting

• Ensure applicable building safety, fire safety, statutory, and operational requirements are followed.
• Maintain records of inspections, incidents, complaints, maintenance, and vendor services.
• Prepare daily, weekly, and monthly facility management reports.
• Escalate major incidents, risks, repair requirements, and operational issues to management.

Required Qualifications and Experience

• Graduate in any discipline; a diploma or certification in Facility Management will be an advantage.
• Minimum 5+ years of experience in facility management, preferably in real estate, commercial properties, residential complexes, business parks, or property management companies.
• Proven experience managing multiple buildings or large properties simultaneously.
• Hands-on experience managing housekeeping, security, office boys, maintenance teams, and outsourced manpower.
• Good knowledge of building operations, vendor management, budgeting, and safety procedures.
• Strong leadership, communication, coordination, and problem-solving skills.
• Basic computer proficiency in MS Excel, email, reporting, and documentation.