Facilities Manager

Job Description: Facility Manager & Event Organizer

Position Summary:

The Facility Manager is responsible for planning, coordinating, and supervising all activities related to building operations, maintenance, safety, and services. The role ensures that all facilities run efficiently, safely, and in compliance with regulations while supporting the organization's operational needs.

Key Responsibilities:

Operations & Maintenance:

• Oversee daily facility operations including HVAC, electrical, plumbing, and general maintenance.
• Manage preventive maintenance schedules to minimize equipment breakdowns.
• Ensure timely response to maintenance requests and service tickets.
• Facility Services Management
• Supervise cleaning, security, landscaping, pest control, and waste management contractors.
• Monitor quality of service and ensure compliance with SLAs.
• Ensure availability of utilities and essential services at all times.

Health, Safety & Compliance:

Ensure compliance with local regulations, safety standards, and building codes.

Conduct regular safety inspections and risk assessments.

Implement emergency response plans and fire safety procedures.

Vendor & Contract Management:

Source, evaluate, and manage external suppliers and contractors.

Review and negotiate service contracts.

Track performance and maintain strong supplier relationships.

Budgeting & Cost Control:

Prepare annual facility management budgets.

Monitor expenses and identify cost-saving opportunities.

Ensure efficient use of resources and minimize wastage.

Space & Asset Management:

Plan and optimize workplace layouts and space utilization.

Maintain an updated inventory of assets and equipment.

Coordinate office moves, renovations, and fit-out projects.

Reporting & Documentation

Prepare periodic reports on maintenance, health & safety, and service performance.

Maintain accurate records of inspections, permits, and contracts.

Event Organizer / Event Coordinator:

• The Event Organizer is responsible for planning, coordinating, and executing events from concept to completion. The role ensures all logistics, vendors, budgets, and on-site operations are managed smoothly to deliver high-quality and memorable events.

Key Responsibilities:

Event Planning & Coordination Develop event concepts, themes, and timelines.

Coordinate pre-event planning meetings with stakeholders.

Create detailed event plans, schedules, and checklists.

Vendor & Supplier Management Identify, negotiate, and manage vendors (catering, dcor, AV, venues, entertainment, etc.).

Ensure vendors deliver according to contract terms and quality standards.

Maintain relationships with preferred suppliers.

Budget Management Prepare and manage event budgets.

Track expenses and ensure cost control.

Provide financial reports and cost summaries post-event.

Logistics Management:

Secure venues and ensure all necessary permits are acquired.

Arrange transportation, seating, signage, staging, and equipment.

Coordinate guest registration, invitations, and RSVPs.

On-Site Event Execution Supervise event set-up and tear-down.

Manage staff, volunteers, and vendors during the event.

Troubleshoot issues and ensure smooth operations.