Senior Facilities Executive (Regional) - WC2

General Operations & Stakeholder Management

• Oversee daily office facility operations and conduct morning facility checks.
• Serve as the main point of contact for building landlords and facility management (FM) providers.
• Act as the interface with stakeholders across Southeast Asia regional offices.
• Support the tactical planning and execution of the facilities team's goals and initiatives.
• Manage assigned facilities tasks, ensuring timely and quality execution.
• Collaborate with Japan HQ and local regional representatives to collect data and coordinate key initiatives.
• Drive continuous improvement of systems, processes, and user workplace experience.

Finance & Budgeting

• Handle financial processes related to facility services, including PO creation, goods receipt, and vendor payment tracking.
• Support financial reporting and assist in budgeting analysis and cost-saving initiatives.
• Maintain financial documentation and escalate potential financial risks, such as late payments.
• Collaborate with Singapore’s finance team to ensure timely completion of all finance-related matters.

Occupational Health & Safety (OHS)

• Conduct regular inspections and ensure safety compliance across all sites.
• Manage safety procedures, equipment, and space to maintain a secure working environment.

Sustainability Compliance

• Provide energy usage data to SDG consultants and assist in quarterly reporting for safety, waste, and water usage.
• Participate in green initiatives, including carbon credit and sustainability projects.

Physical Security Management

• Oversee outsourced security vendors, including contract renewals and daily operations.
• Respond promptly to security incidents and manage visitor access for VIP guests.

Vendor & Procurement Management

• Manage Integrated Facilities Management (IFM) service providers and monitor performance.
• Coordinate with stakeholders and vendors to ensure consistent service delivery.
• Review and manage contracts for technical and maintenance services, ensuring compliance and cost-efficiency.

Site Operations

• Work with IFM service providers to ensure smooth operation of M&E, plumbing, and building systems.
• Provide emergency support and site attendance when needed.
• Oversee M&E projects to ensure timely, high-quality delivery.
• Introduce and implement innovative cost-saving and productivity-enhancing solutions.
• Monitor and report on space planning and monthly occupancy data.
• Administer daily badge access for staff and visitors and resolve related issues.
• Manage and support ad-hoc facility projects.

Events Management

• Organize and support festive events, including furniture setup, décor, and coordination with vendors.
• Plan celebrations for fGeneral Operations & Stakeholder Management
• Oversee day-to-day office facility operations, including conducting routine morning inspections.
• Act as the primary liaison for building landlords and facility management (FM) service providers.
• Serve as the key contact for stakeholders across Southeast Asia regional offices.
• Support the strategic execution of the facilities team’s objectives and initiatives.
• Manage assigned operational tasks, ensuring timely completion and high standards of quality.
• Liaise with Japan HQ and local regional representatives to gather data and coordinate major activities.
• Champion continuous improvement efforts to enhance systems, processes, and overall workplace experience.

Finance & Budgeting

• Administer facility-related financial processes, including the creation of purchase orders, goods receipt confirmations, and vendor payment tracking.
• Contribute to financial reporting, budget analysis, and identification of cost-saving opportunities.
• Ensure accurate documentation and escalate any financial risks, such as potential late payments.
• Collaborate closely with the Singapore finance team to ensure the timely closure of all financial matters.

Occupational Health & Safety (OHS)

• Conduct routine inspections to ensure compliance with safety standards across all sites.
• Oversee the implementation and management of workplace safety protocols, equipment, and space utilization.

Sustainability Compliance

• Provide energy consumption data to SDG consultants and support quarterly reporting on environmental performance (safety, waste, and water usage).
• Participate in regional sustainability programs and contribute to carbon credit and environmental initiatives.

Physical Security Management

• Manage outsourced security operations, including contract renewals and daily performance oversight.
• Respond swiftly to security incidents and manage VIP visitor access to maintain a safe environment.

Vendor & Procurement Management

• Oversee Integrated Facilities Management (IFM) service providers to ensure service levels meet expectations.
• Coordinate with vendors and internal stakeholders to ensure seamless execution of services.
• Review maintenance and technical service contracts for quality assurance and cost-effectiveness.

Site Operations

• Partner with IFM providers to ensure reliable functioning of mechanical, electrical, plumbing, and building systems.
• Provide on-call support and site attendance for emergencies or urgent issues.
• Lead and monitor M&E projects, ensuring timely delivery and adherence to quality standards.
• Implement process improvements and innovation programs to drive operational efficiency and cost savings.
• Track and report monthly occupancy data through physical audits.
• Manage daily access card issuance and troubleshoot access-related concerns.
• Support and manage ad-hoc facility-related projects as needed.

Event Management

• Coordinate festive and corporate events, including space setup, furniture arrangements, and decoration procurement.
• Liaise with landscaping and event vendors for seasonal celebrations.
• Collaborate with stakeholders to fulfill event-related logistics and engagement requests.stive occasions in collaboration with internal teams and external vendors.
• Handle requests related to event logistics and stakeholder engagement.

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