Sr. Facilities and Admin Associate

ACCOUNTABILITIES:
Responsible for ensuring the efficient operation, safety, and upkeep of company facilities and utilities, managing
maintenance and repair activities, overseeing procurement and vendor accreditation processes, implementing
safety orientations and drills, and maintaining accurate asset tracking records.
1. Facilities & Utilities Management, Maintenance & Repairs
2. Procurement: Source, evaluate, manage & maintain the Vendor Accreditation Tracker
3. Safety orientation, drills and reporting
4. Maintain Asset tracking (Asset Tiger)
5. Supervise Janitorial Services

DESCRIPTION OF ACCOUNTABILITIES:
Facilities & Utilities Management, Maintenance & Repairs

• Oversee the day-to-day operation of all building facilities, including power, water, HVAC (Heating, Ventilation, and AirCon), lighting, and other utilities.
• Ensure scheduled and preventive maintenance is carried out for all equipment and infrastructure.
• Monitor and coordinate with service providers and contractors for repairs and upkeep.
• Conduct regular facility inspections to identify maintenance needs and ensure all facilities are operating efficiently.
• Track and report on facility conditions, recommending improvements when needed.

Procurement: Source, evaluate, manage & maintain the Vendor Accreditation Tracker

• Source and evaluate suppliers and contractors based on company requirements and standards.
• Negotiate pricing, terms, and contracts to ensure cost efficiency and compliance.
• Maintain and update the Vendor Accreditation Tracker to ensure all vendors meet the required qualifications and documentation.
• Monitor vendor performance and compliance, including delivery timelines and quality of service.
• Coordinate with end-users for procurement needs, ensuring timely acquisition of goods/services.

Safety orientation, drills and reporting

• Attend safety orientation and refresher training organized by HR
  Coordinate with the building Admin on the schedule of regular emergency drills (e.g., fire, earthquake, evacuation) and collaborate with HR.
• Maintain updated safety manuals, evacuation plans, and emergency contact lists 
• Collaborate with HR and safety officers to ensure adherence to company health and safety standards.
• Prepare and submit incident/accident reports and recommend preventive actions.

Maintain Asset tracking (Asset Tiger)

• Maintain an accurate and updated inventory of all company assets using Asset Tiger or a similar platform.
• Tag and log new assets upon acquisition and ensure proper documentation.
• Conduct periodic asset audits and reconciliations.
• Monitor asset transfers, repairs, disposals, and ensure proper approvals and records.
• Generate asset reports for management review and audit purposes.

Supervise Janitorial Services

• Oversee and coordinate the daily cleaning and sanitation activities within the workplace.
• Develop and implement cleaning schedules to ensure all areas (e.g., workstations, restrooms, common areas, meeting rooms) are cleaned regularly and thoroughly.
• Monitor the performance of in-house or outsourced janitorial staff to ensure service quality and cleanliness standards are consistently met.
• Ensure availability and proper inventory of cleaning supplies, materials, and equipment.
• Address cleanliness-related complaints or issues promptly and implement corrective actions.
• Conduct routine inspections to ensure hygiene and sanitation standards are maintained.
• Support pest control schedules and waste management processes in coordination with other building services.

Other duties and responsibilities that may be assigned from time to time within the scope of the role.