Facilities Officer

About the Role

The Facilities Officer is responsible for ensuring that the VAP Cebu Site is well-maintained, efficient, and fully operational. This role requires proactive planning, effective management of repair and installation activities, and strong coordination with contractors. The Facilities Officer will also oversee the performance and budgeting of all maintenance vendors and ensure compliance with all necessary contracts and services

Ideal Candidate (Must Have Requirements)

• Bachelor’s degree in engineering, business management or related courses
• Minimum of 2 years of Facilities Officer experience in a BPO setting
• BOSH Certified (SO1)
• Excellent negotiation, planning, organisation, and analytical skills
• Ability to work independently, but also coordinate effectively as part of a team
• Ability to quickly learn and adapt to a fast-paced business
• Mature disposition in appropriately managing sensitive situations
• Proficient in MS Office applications
• Energetic, candid, and a team player who thrives in a supportive and collaborative environment.

Tasks and Responsibilities

Facilities Management

• Deliver complete facilities maintenance services for the VAP Cebu site
• Develop plans for repair and installation activities in a proactive and timely manner
• Liaise with contractors to ensure building maintenance/repair works are properly executed
• Administer tender exercises and monitor expiration dates of term contracts to ensure timely renewal for a wide range of services (phones, insurance, etc.)
• Establish and maintain open and positive relationships with cross-functional team members, vendors, contractors, consultants, and clients
• Ensure procedures are in place associated with all facilities' legal and other obligations, including fire safety, building or floor accessibility, utilities’ suppliers (e.g., water, concessionaire, etc.), site engagement activities, and drills. Regularly review processes to identify areas for improvement.
• Manage the strategic seating process, provide regular reports, and share recommendations to maximise the leased space(s)
• Develop and implement preventive maintenance schedules for equipment and facilities to ensure zero downtime, reduce repair costs, and prolong asset lifespan.

Procurement

• Manage the entire procurement activities, identifying opportunities to increase value for money, driving efficiencies and savings and further mitigating risk, without impacting quality
• Maintain an effective approach to procurement strategies, and establish recommendations for the procurement of services and potential suppliers
• Design and implement methods to improve procurement data collection and analysis
• Facilitate cross-divisional collaboration in relation to procurement centralising spend areas.
• Conduct an annual review of the company’s sustainable procurement policy, and recommend improvement changes to the policy
• Support negotiation, contract drafting, and review as required
• Ensure the job materials and supplies are procured in an efficient, economical, and timely manner
• Create Request for Proposals (RFPs) to vendor prospects, provide bid evaluation criteria and ensure procurement processes are perceived by suppliers as fair, open, and ethical

Health and Safety

• Develop, maintain and monitor the company’s health and safety policies, arrangements, and procedures to support the flexible work environment
• Monitor the company’s compliance in terms of workplace organisation, Health and Safety Policy, and building protocols and formally advise managers on areas of non-compliance.
• Liaise with the relevant suppliers (e.g., insurance) as required relating to all health and safety issues
• Maintain an up-to-date knowledge of relevant health and safety legislation and best practice
• Review the health and safety policy annually and make amendments as appropriate
• Provide regular updates on all new or amended Health and Safety legislation associated with facilities-related issues to all staff as appropriate

Insurances

• Full responsibility for the provision of all general Insurances, ensuring that all are sufficient for business purposes and regulatory requirements met
• Manage the claims handling as required for all insurance claims processed
• Liaise directly with the brokers and insurance providers to ensure the provision is accurate and in place
• Maintain an Asset Register for management of equipment and ensure that provision of adequate insurance is in place

Budgeting

• Monitor the performance/relationship and budgets of all maintenance vendors used by the company
• Responsible for the annual budget management and regularly monitor actual expenses for all areas of responsibility, including buildings, services, supplies and office services
• Contribute and support the budget process for other teams providing insight

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