The Facility Management and Procurement Executive is responsible for ensuring the smooth
operation, maintenance, and management of all physical facilities and infrastructure of the
Active Ageing Centre, and for sourcing and purchasing goods, materials, and services required.
This role involves overseeing daily operations, ensuring compliance with safety standards,
managing vendor relationships, responsible for sourcing and purchasing goods, materials, and
services required, supervising renovation and construction projects for new facilities and
addressing any issues related to the facility's functionality and appearance.
Key Responsibilities:
1. Facility Operations:
- Oversee the day-to-day operations of the facility, ensuring it is clean, safe, and well-maintained.
- Conduct regular inspections to identify areas requiring maintenance or repair.
- Ensure that all utilities (e.g., electricity, water, HVAC) are functioning properly.
2. Maintenance and Repairs:
- Coordinate and supervise maintenance activities, including preventive maintenance schedules.
- Work with maintenance staff and external contractors to ensure timely repairs and upgrades.
- Manage the budget for maintenance and repair activities.
3. Health and Safety Compliance:
- Ensure compliance with health, safety, and environmental regulations.
- Develop and implement safety policies and procedures
- Conduct regular safety audits and drills.
4. Renovation and Construction Management:
- Oversee renovation projects for existing facilities, ensuring they are completed on time, within budget, and to the required standards.
- Manage the construction of new facilities, coordinating with architects, engineers, contractors, and other stakeholders.
- Review and approve plans, budgets, and timelines for renovation and construction projects.
- Monitor project progress and address any issues that arise during the construction or renovation process.
- Ensure that all construction activities comply with local building codes, safety regulations, and organizational standards.
5. Procurement Process Management:
- Manage the end-to-end procurement process, from requisition to delivery.
- Prepare and issue purchase orders in accordance with company policies and procedures.
- Track orders and ensure timely delivery of goods and services.
- Address any issues related to delivery, quality, or pricing with suppliers.
6. Vendor Management:
- Manage relationships with external service providers, including cleaning services, security, and maintenance contractors.
- Negotiate contracts and monitor vendor performance.
- Ensure all services are delivered as per the agreed terms and conditions.
7. Space Management:
- Optimize the use of space within the facility.
- Coordinate office moves, renovations, and space allocation.
- Manage space allocation and ensure efficient use of resources.
8. Budget Management:
- Prepare and manage the facility management budget.
- Monitor expenses and ensure they are within the allocated budget.
- Identify cost-saving opportunities without compromising on quality.
9. Inventory Management:
- Maintain an inventory of facility equipment and supplies.
- Ensure timely procurement of necessary materials and supplies.
- Track and manage the usage of resources to minimize waste.
10. Reporting and Documentation:
- Prepare regular reports on facility operations, maintenance activities, and expenses.
- Maintain accurate records of maintenance schedules, safety inspections, and vendor contracts.
- Provide recommendations for improvements and cost savings.
Qualifications:
- Degree or Diploma in Facility Management, Engineering, Business Administration, or a related field.
- At least 2-3 years of experience in facility management or a related field.
- Strong knowledge of building systems (HVAC, electrical, plumbing).
- Excellent organizational and multitasking skills.
- Strong communication and negotiation skills.
- Ability to work independently and manage multiple tasks simultaneously.
Working Conditions:
- The role may involve some physical activity, including inspections and overseeing repair work.
This job description can be tailored based on the specific needs and expectations of the organization.
