About the Role

We are seeking a Facilities Officer who will be responsible for ensuring the smooth, secure, and compliant operation of our office facilities. This role plays a key part in maintaining building systems, coordinating with both internal teams and external vendors, and keeping accurate facility records.

Key Responsibilities

1. Facilities Monitoring

• Oversee daily operations of office premises including workspace functionality and security.
• Coordinate with internal departments for repairs, concerns, or space adjustments.
• Monitor essential building systems (HVAC, elevators, fire alarms, etc.).
• Ensure compliance with lease agreements, building policies, and legal requirements.

2. Preventive Maintenance

• Track and report scheduled preventive maintenance for MEP (Mechanical, Electrical, Plumbing) systems.
• Supervise in-house or third-party service technicians during maintenance and repairs.
• Maintain logs and checklists, and escalate technical issues promptly.
• Support timely resolution of issues to avoid operational delays.

3. Asset & Inventory Monitoring

• Maintain updated records of fixed assets: tagging, allocation, movement, and disposal.
• Conduct periodic inventory audits and reconcile with asset records.
• Coordinate with Procurement and Accounting for asset documentation.

4. Procurement & Supplier Coordination

• Assist in sourcing vendors for facility services (e.g., repairs, pest control, renovations).
• Help evaluate supplier quotations and monitor service delivery.
• Ensure vendor services meet standards, are cost-effective, and follow company policies.

5. Health, Safety & Compliance

• Assist in facility inspections to ensure safety and compliance with regulations.
• Monitor emergency systems and participate in drills and response planning.
• Help manage permits and certifications (e.g., fire safety, building permits).
• Maintain safety logs, signage, and compliance documentation.

6. Administrative Support

• Organize and update facility documents such as contracts, permits, and reports.
• Maintain tracking logs, monitoring templates, and key access records.
• Support logistics for deliveries, relocations, and equipment movements.
• Ensure accountability for keys and common-use office assets.

Qualifications

• Bachelor’s degree in Engineering, Facilities Management, Property Management, Business Administration, or a related field.
• At least 2 years of relevant experience in facilities/building administration or property management.
• Familiarity with building systems such as HVAC, mechanical, and plumbing is a plus.
• Strong coordination, communication, and multitasking skills.
• Proficient in Microsoft Office; experience with asset or maintenance software is an advantage.
• Detail-oriented, proactive, and able to work independently.
• Willing to conduct site inspections and respond to facility concerns outside standard hours, as needed.