Facilities Manager

Job Description

Role Overview You ensure that Innovspace’s physical infrastructure and service teams deliver a consistently reliable, safe, and efficient environment. You manage all technical operations, vendor relationships, safety compliance, and small-capex projects—while seamlessly integrating with the Front Desk & Admin Officer for on-the-ground escalations and handoffs. Key Responsibilities 1. Technical Operations & Maintenance Manage preventive-maintenance schedules for HVAC, electrical, plumbing, generators, elevators, and network systems Respond to reactive facility tickets escalated by the Front Desk & Admin Officer within 2 hours and track resolution against a ≥ 95 % SLA Supervise cleaning, security, procurement assistants, and office support staff 2. Vendor & Budget Management Manage all vendor relationships for facility services, including cleaning, security, landscaping, IT support, procurement assistants, and office support staff Source , negotiate , and oversee service contracts; ensure SLAs for quality and cost-efficiency Monitor vendor performance quarterly; enforce SLAs or recommend vendor changes Control facility-related budgets (maintenance, utilities, projects) and report cost variances (< 5 %) to GM and Vertical Lead. 3. Asset & Project Coordination. Asset & Project Coordination Maintain FF&E inventory and plan for lifecycle replacements Lead small-capex projects (fit-outs, expansions, tech upgrades) from scope through handover Draft BOQs, timelines, and budgets; coordinate contractors and internal teams. 4. Safety, Security & Compliance Conduct regular safety audits, fire drills, first-aid kit inspections, and emergency evacuations Oversee CCTV, access-control, and alarm systems; audit security protocols monthly Ensure compliance with local building codes, insurance requirements, and health-safety regulations. 5. Admin Handoffs & Collaboration Receive daily escalations from Client Relations Executive for unresolved maintenance issues, major breakdowns, and tenant move-ins/move-outs Provide weekly brief to Client Relations Executive on scheduled maintenance, planned outages, and project timelines to inform the daily operations chart Maintain the Daily Facility Chart with live updates on maintenance status, resource allocations, and scheduled tasks; coordinate all chart entries with the Admin Officer to ensure unified reporting. 6. Reporting & Continuous Improvement Deliver a weekly “Facility Health” report to GM and Vertical Lead, covering maintenance compliance, ticket metrics, safety audit results, and project status Analyze downtime incidents and cost drivers; recommend process or vendor improvements Qualifications & Experience Education: Bachelor’s degree in Engineering, Facilities Management, or related field Experience: 2 + years in facilities or building services management, preferably in coworking/hospitality settings Financial Acumen: BOQ preparation, budget control, vendor negotiation Compliance Knowledge: Familiarity with building codes, safety regulations, and statutory inspections Core Competencies: Operational Excellence: Proactive planning and rigorous SLA enforcement Vendor Leadership: Effective negotiation and performance management Collaborative Coordination: Seamless handoffs with Client Relations and other stakeholders Analytical Thinking: Data-driven improvements and cost management Integrity & Compliance: Uncompromising safety and legal adherence