Job Description

Job Summary

We are looking for an experienced regional Facilities Manager to be responsible for the management of the working environment, services, equipment, and processes to support the effective running of the business premises within the Asia Pacific region. You will provide expertise for the design, space planning and construction aspects of building, remodeling, or renovating of the physical plant and equipment to meet the needs of the facility; and maintain, repair, and/or replace buildings and equipment as necessary, to keep them operating in an efficient manner and in a clean, sanitary and attractive condition.

This is a multi-disciplinary role covering a range of activities which together provide a safe and efficient working environment. This position is also responsible for the office administration and corporate services functions of the Singapore regional headquarters office to ensure an efficient and smooth-running office that projects a capable and confident image to internal and external customers alike.

You will create an impact by anticipating the needs of the stakeholders and proactively addressing issues. You get things done with speed and agility and maintains team efficacy and efficiency. If you enjoy the challenges of managing multiple-site locations in a global company and possess an internal motivation to achieve results in a fast pace and often ambiguous environment, you could be who we are looking for!

How You Will Help Us Succeed

• Treat safety and TH!NK. SAFE. as our top priority

Regional Facilities Management

• Manage and envision organization growth and embed strategically at each office leasing and facility services contracts, such as budget creation and process support
• Provide oversight for HVAC, refrigeration, steam and hot water, medical gas, electrical distribution, emergency power, fire protection, plumbing, and elevators
• Maintain knowledge of healthcare, safety and security programs and Emergency Management procedures
• Develop, measure, monitor, analyze/evaluate, and improve all facilities related preventive maintenance programs, and environment of care programs including but not limited to Life Safety, Utility Management, and Water Management, Building Management, etc., and coordinating corrective action plans
• Direct and participate in the planning process for future development of new services and growth of services as requested
• Review physical layout of buildings across the region and lead the facilities team
• Assist with all facility renovations and capital improvement projects, include acquiring cost estimates for the project design, construction, and permits where applicable
• Plan, design, direct, implement and finalize all facility projects related to construction and renovation, including the solicitation and evaluation of bids and consulting with architects, engineers and various contractors, development and management of capital and operational budgets, negotiation of service agreements, and development and administration of policies and procedures.

Office Management and Corporate Services for Singapore Regional Headquarters

• Provide direction/supervision to the Office Administrator and Receptionist
• Ensure offices and visitors safety and security procedures are followed, and conduct office tours as needed (especially for the new hires)
• Overall housekeeping - supervise cleaning staff and ensure office premises are maintained in 'as new' condition; ensuring cleanliness, good hygiene and tidiness at the reception, meeting rooms, pantry, and other common areas are always maintained
• Responsible for FMC Stationary services for the regional offices, including office marketing materials such as business cards, envelop, letterhead, and corporate souvenirs
• Manage pantry and office supplies regionally including but not limited to furniture, machines, building maintenance services and repair requests
• Ensure all other office equipment such as the defibrillator, fire extinguishers, coffee machine, photocopiers, etc. are serviced regularly, as required based on each office's set up within the region
• Liaison with contractors, building management and landlord for office building and maintenance related matters, keeping schedules for all countries with leasing expiration and contract renewal, planning ahead of time regarding decision making process and leadership engagement
• Oversee all catering arrangements for office functions, as a local leader, as required
• Develop, establish, and evaluate effectiveness of various office administration processes and identify improvements to elevate office services standards
• Is an active member of the APAC Offices EHS committee and drive office EHS initiatives
• Manage the list of preferred hotels and is the local contact for providing guidance and support related to travel booking and visa application enquiries
• Is the administrator for the Singapore office Citibank Corporate Card Program
• Review and maintain the regional offices budget and act as business approver for all office facilities and office administration related invoices (subject to Delegation of Authority)
• Ensure proper administration procedures are in place for each country offices
• Coordinate regional/local management meetings, arrange company dinners, customer events and other corporate functions and events management as required
• Organize senior visitors' schedules, business events, and townhall meetings to ensure that the facilities, equipment, supplies and other meeting logistics requirements are met
• Provide local logistics coordination support for senior executives' or overseas visitors' trip to the region, including hotel accommodation, airport transfer service, daily transportation, etc. as required
• Conduct property visits to ensure compliance in all facets of the community performance to ensure that the property consistently meets GHP standards, including curb appeal, cleanliness, asset preservation, state of repair, safety and security standards
• Train and lead the Service Teams on GHP and community policies, including EHS (Environmental Health and Safety)
• Act as necessary guides in the planning and executing of major appliance installations
• Assess Service Teams' performance related to maintenance operations such as: plumbing, painting, appliance repairs, electrical tasks, heating and air conditioning, carpentry work, pool upkeep, fire systems, and grounds upkeep
• Monitor the adherence to the Move-In and Move-Out GHP Expectations, ensuring our market readies meet quality standards
• Ensure timely communication with Regional Managers, Community teams, and stakeholders to anticipate and prevent future concerns
• As needed participates in bank walks and city inspections
• Make budget recommendations for cap X projects
• Monitor completion of Cap X projects to ensure these are on target with budgets and timeliness

What You Will Bring to Us

• Bachelor's degree in Administration, Business, Facilities Management or a related discipline
• Minimum 10 years of relevant facilities, property and/or office management experience in a multicultural environment (including at least 4 years of line management experience)
• Ability to handle a wide range of administrative and executive support related tasks
• Strong interpersonal, communication and business writing skills
• Excellent interpersonal skills - build collaborative relationships with key departments and individuals, ability to interface with high level stakeholders in a professional manner, and enjoy the administrative challenges of supporting an office of diverse people
• Handle sensitive and confidential matters in a mature and discreet manner
• Can-do, positive attitude, willingness to help others and take on additional responsibilities
• Displays professionalism, robust work ethics, flexibility, and exceptional attention to detail
• Is driven, efficient, initiative, friendly, confident, well-groomed, and responsible
• Strong at execution, documentation, organization, prioritization, and time management
• Team leader and player with ability to work independently and under pressure of urgent demands, changing circumstances and competing datelines in a fast paced and dynamic environment
• Go-getter. Resilient. Goes the extra mile to complete a task and gets things done
• Computer savvy, and proficient in Microsoft Office Suite (including Word, Excel, PowerPoint, and Outlook).

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