Senior Facilities & Office Services Associate

Facilities Management

• Develop and implement policies and procedures for the maintenance and upkeep of the firm's facilities, including buildings, equipment, and infrastructure.
• Manage service contracts with external vendors for facility-related services such as cleaning, Heating, Ventilation, and Air Conditioning (HVAC), electrical, and plumbing.
• Coordinate and oversee the implementation of facility improvement projects, including renovations, expansions, and upgrades.
• Ensure compliance with all relevant health, safety, and environmental regulations.
• Utilities
• Oversee the management of utilities such as; electricity, water, and gas, ensuring efficient usage and cost-effectiveness.
• Implement energy-saving initiatives and monitor utility consumption to identify areas for improvement.
• Liaise with utility providers to negotiate favourable rates and manage billing and payment processes.

Garden Maintenance

• Develop and implement a comprehensive garden maintenance plan, including regular mowing, pruning, and landscaping.
• Manage the procurement of necessary gardening equipment, tools, and supplies.
• Oversee the work of external gardening contractors or in-house maintenance staff.
• Ensure the gardens are well-maintained, visually appealing, and contribute to a pleasant work environment.

Office Services

• Manage the procurement and distribution of office supplies, equipment, and furniture.
• Oversee the maintenance and repair of office equipment, such as printers, copiers, and computers.
• Coordinate the logistics of office events, meetings, and employee-related activities.
• Serve as the point of contact for employees regarding office-related queries and requests.

Key Performance Indicators

• Adherence to scheduled facility maintenance activities
• Compliance with health, safety, and environmental regulations

Registration

• Registrations completed
• Compliance rate with all applicable registration regulations and laws

Licensing

• Licenses obtained or renewed within the target timeline.
• Compliance rate with all applicable licensing regulations.

• On-time bill payments and fund transfers for clients.

Utilities

• Utility (electricity, water, gas) consumption rate 
• Timely payment of utility bills

Garden Maintenance

• Adherence to the garden maintenance schedule.

• Turnaround time for Office Service requests.
• Employee Satisfaction Score with Office Services
• Cost savings on office procurements

Job-Specific Competencies

• Facilities Management
• Project Management
• Space Management
• Vendor Management
• Budgeting and Cost Control
• Leadership 
• Digital Acumen
• Problem Solving