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Key Responsibilities and Required Skills for Facilities Executive

💰 $55,000 - $80,000

Facilities ManagementOperationsCorporate ServicesReal Estate

🎯 Role Definition

This role requires a proactive and highly organized Facilities Executive to join our dynamic team and become the backbone of our workplace operations. In this critical role, you will be responsible for ensuring our facilities are not just functional, but are safe, efficient, and inspiring environments for our employees and visitors. The ideal candidate is a hands-on problem-solver with a passion for creating an exceptional workplace experience, managing vendor relationships, and driving operational excellence. You will be instrumental in maintaining our company culture by ensuring our physical space reflects our values and supports our strategic goals.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Facilities Coordinator
  • Office Manager / Senior Administrator
  • Maintenance Technician or Supervisor

Advancement To:

  • Facilities Manager
  • Senior Facilities Executive / Workplace Manager
  • Head of Facilities & Corporate Real Estate

Lateral Moves:

  • Procurement Specialist (focus on services/supplies)
  • Health & Safety Officer
  • Corporate Real Estate Coordinator

Core Responsibilities

Primary Functions

  • Oversee the day-to-day operations of all office facilities, ensuring a seamless, safe, and productive work environment for all employees.
  • Manage and cultivate strong relationships with external service providers, including cleaning, security, catering, landscaping, and maintenance vendors, ensuring adherence to Service Level Agreements (SLAs).
  • Develop, implement, and manage a comprehensive preventative maintenance schedule for all critical building systems, such as HVAC, electrical, plumbing, and fire safety equipment.
  • Act as the primary point of contact for all facility-related requests, inquiries, and emergencies, providing swift and effective resolutions.
  • Conduct regular and thorough inspections of the premises to ensure compliance with all local, state, and federal health, safety, and environmental regulations (e.g., OSHA).
  • Lead space planning initiatives, including managing office reconfigurations, coordinating internal moves, and optimizing seating arrangements to support evolving business needs.
  • Develop and manage the annual facilities budget, meticulously tracking expenditures, processing invoices, and identifying opportunities for cost reduction and efficiency.
  • Manage the full lifecycle of small-to-medium scale facility projects, from initial planning and vendor selection to project execution and final handover.
  • Administer and monitor physical security protocols and systems, including access control, visitor management, CCTV, and alarm systems, to safeguard company assets and personnel.
  • Handle the procurement process for all office furniture, equipment, and supplies, maintaining optimal inventory levels and negotiating favorable terms with suppliers.
  • Champion the employee experience by proactively addressing workplace concerns, improving amenities, and ensuring front-of-house and reception services are welcoming and professional.
  • Manage mailroom operations, including incoming and outgoing mail, courier services, and package distribution.
  • Ensure all required statutory licenses, permits, and certifications for the facility are current and properly documented.
  • Coordinate with the IT department on infrastructure requirements, including cabling, power, and server room environment management.
  • Develop, update, and enforce clear workplace policies and procedures related to facility usage, safety protocols, and emergency responses.

Secondary Functions

  • Champion and implement environmental sustainability initiatives and green office programs to reduce the company's ecological footprint.
  • Play a key role in the development and regular testing of the site's emergency response and business continuity plans.
  • Provide logistical support for the planning and execution of internal and external company events, meetings, and town halls.
  • Generate and present regular performance reports on key facility metrics, including work order completion rates, budget variance, and utility consumption.
  • Stay abreast of emerging trends, best practices, and new technologies within the facilities management industry to drive continuous improvement.

Required Skills & Competencies

Hard Skills (Technical)

  • Vendor & Contract Management: Proven ability to source, negotiate with, and manage third-party service providers to ensure quality and cost-effectiveness.
  • Budgeting & Financial Acumen: Experience in developing and managing operational budgets, tracking expenses, and conducting financial analysis.
  • Health & Safety Compliance: Strong working knowledge of relevant EHS/HSE/OSHA regulations and best practices.
  • Project Coordination: Ability to manage small-scale projects, including defining scope, creating timelines, and coordinating resources.
  • CMMS/CAFM Proficiency: Experience using Computerized Maintenance Management Systems or Computer-Aided Facility Management software to manage work orders and assets.
  • Building Systems Knowledge: A solid understanding of mechanical, electrical, and plumbing (MEP) systems, as well as HVAC and fire life safety systems.
  • Space Planning: Competency in using basic space planning tools and methodologies for office layouts and moves.

Soft Skills

  • Problem-Solving: Resourceful and decisive, with the ability to think critically and resolve complex facility issues under pressure.
  • Communication: Excellent verbal and written communication skills, with the ability to effectively interact with employees, leadership, and external partners.
  • Organizational Skills: Exceptional ability to prioritize tasks, manage time effectively, and handle multiple competing deadlines in a fast-paced environment.
  • Interpersonal Skills: Strong customer service orientation with a collaborative and approachable demeanor.
  • Proactivity & Initiative: A forward-thinking mindset with the ability to anticipate needs and implement improvements without direct supervision.
  • Negotiation: Skillful in negotiating contracts and pricing with vendors to achieve the best value for the organization.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree or equivalent practical experience in a related field.

Preferred Education:

  • Bachelor's degree combined with a professional certification such as FMP (Facility Management Professional) or CFM (Certified Facility Manager).

Relevant Fields of Study:

  • Facilities Management
  • Business Administration
  • Real Estate or Property Management
  • Engineering (Mechanical, Electrical, or Civil)

Experience Requirements

Typical Experience Range:

  • 3-5+ years of direct experience in facilities management, corporate services, or office management within a corporate environment.

Preferred:

  • Experience managing facilities for a high-growth company or in a multi-site portfolio.
  • Demonstrated success in managing facilities projects and leading workplace improvement initiatives from conception to completion.
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