Project associate For Facility Management

Job Description

Job Overview:

TheProject associatefor Facility Managementis responsible for ensuring the smooth and efficient operation of facility services, including maintenance, security, housekeeping, and vendor management. The role involves overseeing the day-to-day functioning of the facility, ensuring compliance with safety standards, managing budgets, and coordinating with various stakeholders for the successful delivery of facility services.

Key Responsibilities:

1. Facility Operations Management:

- Supervise daily operations, including maintenance, security, cleaning, and landscaping.
- Ensure the facility is fully functional and that repairs and maintenance tasks are completed on time.
- Oversee the performance of facility-related systems like HVAC, electrical, plumbing, and fire safety.

1. Vendor and Contract Management:

- Manage third-party contractors and vendors to ensure quality service delivery.
- Review and negotiate service contracts to optimize costs while maintaining quality.
- Coordinate with vendors for maintenance schedules and on-site repairs.

1. Project Planning and Execution:

- Assist in the planning, coordination, and execution of facility-related projects, including office expansions, renovations, and relocations.
- Monitor project timelines and ensure that all projects are completed within the specified time frame and budget.
- Liaise with contractors, architects, and other stakeholders to ensure project success.

1. Budgeting and Financial Management:

- Develop and manage facility budgets, including cost control measures.
- Monitor expenses to ensure adherence to budgets and explore cost-saving opportunities.
- Prepare financial reports related to facility operations and capital projects.

1. Compliance and Safety:

- Ensure that the facility complies with all safety, health, and environmental regulations.
- Conduct safety inspections and ensure the facility is prepared for emergencies, including fire drills and evacuation plans.
- Maintain and update necessary documentation related to compliance, safety standards, and regulatory requirements.

1. Team Management:

- Oversee facility management teams including maintenance staff, cleaning crews, and security personnel.
- Provide training and development opportunities to facility staff to enhance service levels.
- Set performance goals and conduct performance reviews.

1. Client and Stakeholder Interaction:

- Serve as the main point of contact for all facility-related queries from clients, employees, and senior management.
- Collaborate with internal departments to ensure seamless facility operations that support organizational goals.
- Conduct regular meetings with stakeholders to gather feedback and improve facility services.

1. Reporting and Documentation:

- Maintain up-to-date records for all facility management operations, including maintenance logs, incident reports, and inventory.
- Prepare and submit regular reports on facility performance, including maintenance schedules, safety audits, and financial overviews.

Key Qualifications:

- Bachelors degree in Facility Management, Electrical Engineering or related roles
- 3+ years of experience in facility management or a similar role.
- Proven experience in managing facility operations, vendor contracts, and project management.
- Strong knowledge of building systems (HVAC, electrical, plumbing) and facility safety standards.
- Excellent communication and negotiation skills.
- Proficiency in Microsoft Office and facility management software (e.g., Zoho)
- Ability to handle multiple projects and tasks simultaneously in a fast-paced environment.
- Strong leadership and team management skills.

Desired Competencies:

- Problem-solving and decision-making skills.
- Strong organizational and project management capabilities.
- Attention to detail and a proactive approach to facility issues.
- Ability to work effectively with cross-functional teams and external stakeholders.

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