Facility Manager

BASIC FUNCTION
Formulate the execution and monitoring of all Facilities repair and Maintenance Management for all China Offices.

SCOPE OF SUPERVISION
Transparent report to Senior Office Manager with well-organized protocol. Contact with all:

• Internal counterparts, including Admin Daily Service Team, other internal supportive team & other office employees;
• External parties, such as: Landlord, Property Management Office, FM vendor, maintenance vendor, renovation & relocation vendors, Ro water vendors and so on;
• As a key member of the admin Team, this role leads the Facilities and Engineering domain not only by defining and executing site strategies that ensure all equipment operated excellence but also for regulatory compliance. The role is accountable for end-to-end project management (including CAPEX and strategic initiatives), integrated asset lifecycle management for all site equipment, facilities, and utility systems, and fostering a high-performance delivery aligned with our goals.

RESPONSIBILITIES

1. Office Maintenance Management

• Propose all offices facilities maintenance plan, with clear & systematic data tracking of daily maintenance record, proactively establish data analysis and enhance the foundation, such as SOP and score card to support the upgrading the SLA of office management among China offices;
• Arranging with dynamic frequency and emphasis planning to match the phasing requirements and physical safety rules;
• Ensure stable equipment operation and maintenance, cautious the company's operating costs;
• Set up internal audit process and perform it strictly to optimize relative maintenance management system continuously;
• Set up the scoring card and vendor performance review mechanism;
• Support Senior Office Manager to finalize all criteria and foresee the retrofit/ refurbishment plan based on the daily maintenance performance analysis & routine audit reflection;
• Support digital management of the office environment (EMS) and empower people's experience;
• Integrate operation and maintenance resources across multiple sectors to raise efficiency;
• Technician management;
• Facility inventory and spare parts management;
• Risk control;
• Other repair and maintenance work by request.

2. Building Maintenance Governance

• Working with landlord to proactively oversee and manage day to day building owned facilities operations such as HVAC, fire system, electricity system, tap water and sewage systems etc. within the premise in HKRI office, govern and negotiate the proper schedule and method to avoid disruption of internal daily work;
• Propose guidance for building maintenance governance to site offices, play the role as professional consultant to support site facilities operations;
• Support Senior Office Manager to establish the clear practical policies and procedures to maximize the service deliverable consistency for each office.

3. Project Management

• Assist with project bid and tender process and administer relevant documentation related with well-organized filling system;
• Govern project spending with clear & systematic written tracking record within agreed budget;
• Handle internal communication among end-users/financial team/legal/HR/Admin for collation of needs/cost management/compliance/staff communication/daily operation delivery, etc.;
• As a team player to monitor Capex investment with smart spending way, minimize VO occurrence (alteration or additional work); stand for company’s interest. Propose clear internal project reporting protocol to indicate project schedule/risk/milestone/performance/cost status etc.;
• Support Senior Office Manager to build clear documentation and procedures for landing of project to daily operation. 

4. Maintenance Expenditure Management

• Track and manage the Opex & Capex budget for the office and provide accurate forecasts spent to work within the agreed budget, have the basis knowledge of quotation judgement, and follow the payment process timely;
• Routine evaluates all maintenance suppliers’ performance, conduct vendor selection procedures if needed, ensure follow the right internal process and cost efficiency;
• Support Senior Office Manager to build categorized Opex budget with well- systematical historical record and vendor management guideline.

5. Communication

• Key stakeholders and cross-department teams' collaboration;
• Lead Facility Maintenance subordinates to set and attain meaningful performance and developmental goals. Willing to provide appropriate support to junior staff and other Admin team members;
• Be open-minded to discuss opportunity of change and optimization.

REQUIREMENTS (what you can bring to the team)

• Bachelor's degree, major in electrical, mechanical, engineering, project management or equivalent professional experience is required, prefer luxury hotel hard-service relevant background;
• At least 10 years' experience in facility hard service management, and with knowledge of supervisors in operations and maintenance;
• With knowledge of state and local environmental, health and safety regulations;
• Strong planning and reporting skills, good at analysis, filing and summary;
• Being agile but with clear target settings as fundamental skills;
• Good stakeholder engagement skills, building balanced networks of high emotional intelligence;
• Open minded, good communication skills, nice character, modest, honest, transparent communicator, team player and willing to take responsibility;
• Strong paperwork and writing skills;
• Good at both Chinese and English.