Purpose

• The Facilities Specialist is responsible for overseeing and ensuring the efficient daily operations within the office location. Your role will require a proactive approach to the maintenance, safety, and security of the office environment, while collaborating with internal teams and external vendors to ensure operational excellence.

Responsibilities

• Depending on the location requirements, you are responsible for one or more of the following:
• Oversee day-to-day building maintenance, ensuring the office environment is clean, well-maintained, and operational. This may involve coordinating repairs, handling minor maintenance issues, and scheduling external contractors for larger projects.
• Liaise with external vendors for services such as cleaning, waste management, office supplies, and security. Maintain relationships and ensure service levels are met.
• Ensure the workplace complies with health and safety regulations. This includes monitoring office equipment, ensuring fire safety procedures are in place, conducting safety audits, and responding to emergencies.
• Managing office space usage, including seating arrangements, conference room scheduling, and ensuring the proper allocation of office resources.
• Maintain and order office supplies, ensuring adequate stock levels, and minimizing wastage. Work with departments to ensure they have necessary materials.
• Monitor and maintain building security, including managing access control systems, keys, and alarm systems.
• Support the budget for office facilities, ensuring cost-effectiveness in operational expenses.
• Assist with the setup of office events, meetings, or employee functions, ensuring the space is prepared and supplies are available.
• Support the broader administrative needs of the office, including filing, managing office schedules, and handling ad hoc requests from employees.

Education

• A degree in facilities management, business administration, or a related field.

Experience

• Minimum of 5 years' experience in a facilities-related role or office administration.

Functional Competencies