Facility Manager

Job Description

Job Summary:

The Facilities Operations & Maintenance Lead is responsible for ensuring the efficient, safe, and compliant management of all non-clinical facility functions. This includes oversight of building and grounds maintenance, preventive and corrective upkeep of non-clinical machinery and office equipment, and delivery of essential support services such as cleaning, catering, security, utilities, accommodation, space management, and waste disposal. The role manages contractors and service providers, ensuring adherence to contractual terms, service standards, regulatory requirements, and cost-effectiveness.

The position also leads procurement and contract management for non-clinical services, overseeing purchasing, installations, renovations, and cyclical replacements of equipment and furniture. Additionally, it plays a key role in planning and executing facility-related projects, including space utilization, new premises assessment, and change initiatives, while minimizing operational disruption.

Responsibilities:

Facilities Operations & Maintenance

• Oversee building and grounds maintenance, including planned preventive maintenance (PPM) of non-clinical machinery and office equipment.
• Ensure effective delivery of services including cleaning, catering, vending, security, utilities, accommodation, space management, and waste management.
• Supervise and coordinate contractor activities, ensuring adherence to quality standards, regulatory compliance, and safety requirements.
• Verify completion of agreed work by staff or contractors, addressing deficiencies promptly.
• Respond effectively to emergencies or urgent facility-related issues.
• Manage and plan essential central services such as reception, maintenance, mail, cleaning, catering, waste disposal, and recycling.

Procurement & Contract Management

• Lead non-clinical procurement and contract management activities, ensuring compliance with budgetary controls and regulatory requirements.
• Serve as the primary liaison for outsourced companies and contractors.
• Ensure all contracts are valid, current, and compliant with EHS Sector Regulator Authority (DOH) requirements.
• Oversee purchasing, installation, renovations, and cyclical replacements of furniture, equipment, and supplies.
• Calculate and compare costs for goods and services to maximize value for money.

Project & Space Management

• Lead assigned facility-related projects, ensuring delivery within budget, scope, and timelines.
• Plan optimal allocation and utilization of space and resources for new premises or reorganization of current facilities.
• Assess availability and suitability of options for new premises in line with organizational strategy.
• Manage and implement change initiatives to minimize disruption to operations.

People Management

• Coordinate and lead multiple teams across facility management functions.
• Maintain office staff through effective recruitment, selection, orientation, and training.
• Drive performance management through coaching, counseling, and performance appraisals.
• Foster a culture of continuous improvement, accountability, and high service standards.

Governance, Health, Safety & Security, Quality & Reporting

• Represent the Facilities function in meetings and cross-functional forums.
• Prepare, maintain, and present reports on facility activities and performance metrics.
• Apply performance management techniques to monitor service levels and implement improvements.
• Ensure compliance with organizational policies, safety regulations, and DOH requirements.
• Investigate complaints, incidents, or other events, and report findings as per organizational processes.
• Participate actively in peer reviews and annual appraisals.
• Maintain professional and technical knowledge through training, workshops, and networking.
• Adhere to Environment Health and Safety Management System, Occupational Health & Safety Guidelines, and Infection Control Guidelines.
• Understand and comply with emergency preparedness, fire safety, and code policies/plans.

Accreditation & Compliance

• Ensure facilities services support compliance with JCIA, CARF, DOH, and EHS standards.
• Prepare and maintain documentation, policies, and records required for accreditation and regulatory inspections.
• Actively participate in internal and external audits for facilities, safety, and non-clinical operations.
• Collaborate with Quality and Clinical teams to align facility operations with patient safety and infection control standards.
• Lead and support readiness initiatives for inspections and audits, ensuring timely corrective action.
• Monitor and evaluate service contracts to uphold accreditation and quality standards.

Education:

• Essential: Bachelor’s degree in Facilities Management, Engineering, Business Administration, or related field.
• Preferred: Master’s degree in Facilities Management, Engineering, Business Administration, or related field.

Experience:

• Essential: Minimum 3 years of relevant experience.
• Preferred: Minimum 5 years of relevant experience.

Certification and Licensure:

• Essential: Certified Facility Manager (CFM).
• Preferred: Facilities Management Professional (FMP) or Sustainability Facility Professional (SFP) – IFMA.