POSITION SUMMARY
The Senior Integrated Facility Executive (Workplace Experience) is responsible for managing the day-to-day operations, maintenance, safety, and continuous improvement of WORQ's workspaces across multiple outlets. The role ensures all facilities are functional, compliant, cost-efficient, and provide a positive experience for members and employees.
JOB RESPONSIBILITIES
I) Office space planning and facilities operations:
- Develop and manage all office space planning and management framework to ensure the best user experience across all WORQ outlets, which not only include ensuring the optimal condition of the office premise and its physical assets or systems, but also each outlet's security, housekeeping, landscaping, pest control services and occupational health and safety application.
- Perform regular inspections and routine checks on office facilities such as equipment and furniture while ensuring all Office Space processes and best practices are implemented and maintained.
- Report and coordinate repairs or spare part replacements with vendors and assist in work order that is required to be done during the weekend and on an ad-hoc basis.
- Liaise with Building Management on various matters including but not limited to, annual power shutdowns, fire drills and maintenance of office facilities.
II) Project management:
- To direct and coordinate all space enhancement projects which may include, but not limited to office renovations, refurbishments and other small works.
III) Vendor and contract management:
- Strategize and execute Integrated Office Space's supplier/contractor performance development, policy, contract terms and etc.
- Request quotations, perform cost comparisons and assist in raising Purchase Requisitions and Purchase Orders for Facilities Management purchases.
IV) Risk, compliance and safety:
- Manage risk defense efforts, assist with risk management, disaster recovery and business continuity plans adhere to incident reporting procedures and WORQ's guidelines and strategies.
- Maintaining compliance with applicable regulations and industry standards is essential for mitigating risks, preventing penalties and ensuring a safe and compliant workplace.
V) Reporting and analytics:
- Assess, compile and submit monthly statistical analysis reports on work orders categorized based on the types of facility management services specified by the client.
- Prepare monthly FM report.
- Measure the financial impact of Integrated Office Space initiatives by reducing operating costs, highlighting unnecessary expenses and providing accurate data for better business decisions making.
VI) Communication, coordination & feedback handling:
- Serve as the main contact to receive feedback on reports for building faults, support service delivery failure and service requests.
- Recommend and optimize team communication, disseminate valuable information, respond to incidents promptly and streamline processes by removing unnecessary steps.
- Monitoring occupant satisfaction by gathering feedback from facility occupants, employees and stakeholders offers valuable insights into service quality, enabling organizations to address day-to-day concerns and enhance overall satisfaction.
VII) Cross-functional support:
- Assist the Outlet Team to service customers and collaborate with other departments on any on-going tasks/responsibilities/projects.
V) Miscellaneous:
- To perform other additional tasks as assigned.
JOB REQUIREMENTS
- Diploma or Bachelor's degree in Building, Mechanical Engineering, Electrical Engineering or equivalent disciplines to facility management.
- At least 3 years of experience in facilities, supplier or project management.
- Must be familiar with the service structure, including responses to requests for assistance on Facilities Management issues and arrangements pertaining to all operating expenditures.
- Knowledge of general maintenance methods, operating requirements and safety precautions related to facilities management.
- Has experience in using all available resources to drive continuous improvement of the operation level, including cost optimization, experience improvement and risk control.
- A reliable team player with good problem solving skills in handling conflicts and setting priorities.
- Demonstrate outstanding communication skills and resilience in maintaining a positive relationship with customers and stakeholders during challenging situations.
- Flexible and able to work to assist any outlet as needed, responding promptly to issues and finding efficient solutions to optimize facility performance.
- Must be a well organized, detailed and customer (internal and external) oriented person.
- Able to work independently and quickly adapt in a fast-changing start-up environment.
- Strong procurement and negotiation skills.
