The Facilities Specialist  is responsible for managing and maintaining the physical facilities, infrastructure, and services to ensure a safe, comfortable, and efficient work environment. This role involves overseeing facility operations, coordinating with vendors and contractors, optimizing space utilization, ensuring health and safety compliance, managing facility projects and capital expenditures, implementing sustainability initiatives, and maintaining facility security measures: 

1. Facility Operations: 

• Oversee day-to-day facility operations, including building maintenance, repairs, and renovations. 

• Coordinate with vendors, suppliers, and contractors to ensure timely and cost-effective facility services. 

• Perform regular facility inspections to assess the condition of facilities and identify maintenance needs. 

• Development of facility preventive maintenance programs to minimize disruptions and maintain the functionality of facilities. 

• Accountable for managing the canteen, Staff shop and coffee shop operations, ensuring they are compliant to the applicable regulations, norms and Nestle principles. Also ensure they deliver their services in line to the expectations and agreed upon KPIs and contract scope.  

• Ensure the office provides a great employee experience and reinforces positively the EVP and Employer Branding strategy. 

• Ensure all facilities, meeting rooms and equipment are available and functional, to maximize employee productivity and engagement. 

• Management of hard services preventive management programs and operational 

2. Space Planning and Utilization: 

• Drive the seat utilization and allocation per stream requirements 

• Responsible in workstation requirement are in-placed and operational 

• Drive the seat and space strategies with internal stakeholders by providing regular updates on utilizations. 

• Oversee the asset movement and inventory management. 

• Coordinate office moves, relocations, and space reconfigurations to accommodate changing business needs. 

• Ensure regular monitoring and reporting of occupancy rates and adherence to tiering systems as defined on the FWA. 

3. Health and Safety Compliance: 

• Ensure compliance with health and safety regulations and standards for facilities. 

• Reporting of any workplace hazard and potential safety issues. 

4. Vendor and Contract Management: 

• Manage relationships with vendors, suppliers, and contractors involved in facility-related services. 

• Evaluate vendor performance, negotiate contracts, and ensure compliance with service level agreements. 

• Monitor and control facility-related expenses, budgets, and invoices. 

• SPOC for the alignment of projects with GMADC, landowner SUPIMA and other peer entity facility best practices. 

5. Facility Projects and Capital Expenditures: 

• Plan and oversee facility projects, including renovations, expansions, and equipment installations. 

• Collaborate with cross-functional teams to define project requirements, budgets, and timelines, including IT. 

• Monitor project progress, ensure quality control, and manage project budgets and expenditures. 

6. Sustainability and Energy Management: 

• Drive the business sustainability program on water and electricity consumption reduction programs. 

• Serve as the company Certified Energy Manager for Department of Energy (DOE) 

• Develop and implement sustainability initiatives to reduce the organization's environmental footprint. 

• Monitor energy consumption and implement energy-saving measures. 

• Collaborate with stakeholders to promote sustainable practices and initiatives within the facilities. 

      7. Facility Security  

• Responsible in ensuring  building security system are in place and operational. 

• Attend security audits and assessments to identify vulnerabilities and development of security controls. 

8. Workplace Services: 

• Manage workplace services such as cleaning, waste management, and pest control to maintain a clean and hygienic environment. 

• Coordinate with service providers to ensure the timely delivery of workplace services and address any issues or concerns. 

9. Business Continuity Planning: 

• Develop and implement business continuity plans to ensure the organization can effectively respond to and recover from disruptions or emergencies. 

• Ensure facility during BCP and when the need arise 

• Participate in BCM regular trainings and drills (table top exercise) 

10. Technology Infrastructure: 

• Collaborate with IT teams to ensure the availability and functionality of technology infrastructure, including network connectivity, telecommunications, and audio-visual systems. 

• Coordinate with vendors and service providers to address technology-related issues and maintain service level agreements. 

11. Budgeting and Financial Management: 

• Develop and manage facility budgets, including forecasting expenses, tracking costs, and optimizing spending. 

• Collaborate with finance teams to ensure accurate financial reporting and compliance with financial policies and procedures. 

• Monitoring actual expense vs budget 

12. Regulatory Compliance: 

• Stay updated on local regulations and industry standards related to facility management, health and safety, and environmental sustainability. 

• Ensure compliance with relevant regulatory requirements and maintain necessary permits and license to operate. 

• Collaborate with regulatory agencies and conduct internal audits to ensure adherence to compliance standards.