Facilities Management Specialist

Key Responsibilities

1. Occupant & Stakeholder Management

• Act as the primary point of contact for occupants, tenants, and internal stakeholders for all facility-related concerns.
• Build effective relationships through proactive communication and timely issue resolution.
• Coordinate with internal departments, vendors, and service partners to address operational requirements.

2. Facility Operations & Maintenance

• Oversee day-to-day operations of building services including electrical, HVAC, plumbing, fire safety, lifts, and common areas.
• Ensure preventive and corrective maintenance schedules are adhered to for all facility assets.
• Monitor facility performance and implement improvements for operational efficiency.

3. Vendor Management & Service Delivery

• Coordinate and supervise facility vendors including housekeeping, security, technical services, and AMC providers.
• Ensure vendor performance aligns with defined SLAs and quality standards.
• Support vendor onboarding, documentation, billing validation, and contract compliance.

4. Infrastructure & Asset Management

• Maintain records of facility assets, equipment, and maintenance logs.
• Ensure optimal functioning of utilities and infrastructure systems.
• Track lifecycle of critical assets and recommend repairs, upgrades, or replacements.

5. Site Monitoring & Quality Control

• Conduct regular inspections to ensure cleanliness, safety, and functionality of all areas.
• Monitor housekeeping standards, waste management, and pest control activities.
• Ensure upkeep of common areas and adherence to predefined standards.

6. Compliance, Safety & Risk Management

• Ensure adherence to statutory regulations, safety protocols, and building compliance requirements.
• Monitor fire safety systems, emergency preparedness, and evacuation procedures.
• Validate work permits, safety practices, and PPE compliance for all vendor activities.
• Identify risks and recommend corrective or preventive actions.

7. Customer Issue Resolution & Escalation Management

• Address occupant complaints, service requests, and escalations in a timely and professional manner.
• Maintain records of issues and ensure closure within defined timelines.
• Collaborate with stakeholders to drive customer-centric resolutions.

8. Utility & Cost Management

• Track utility consumption including electricity, water, and diesel.
• Support cost optimization initiatives without compromising service quality.
• Monitor budgets related to facility operations and vendor services.

9. Documentation & Reporting

• Maintain accurate records of maintenance activities, vendor contracts, compliance documents, and service reports.
• Prepare periodic MIS reports on facility performance, incidents, and operational metrics.
• Ensure proper documentation for audits and regulatory inspections.

10. Continuous Improvement & Service Excellence

• Gather occupant feedback to enhance service quality and experience.
• Identify opportunities for process improvements and efficiency enhancements.
• Drive initiatives for sustainable facility practices and operational excellence.