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Workplace Facilities Manager

Work Dynamics - Integrated Facilities Management

Key Responsibilities

🔹 Operations & Workplace Experience

Manage all aspects of soft services across high-security, front-office, and trading floor environments.

Act as primary contact for F&B tenants, ensuring smooth day-to-day operations and resolving issues promptly.

Deliver seamless front-line support for VIPs, senior executives, and demanding employees, with high sensitivity to business-critical needs.

Maintain on-site presence during key business periods, incidents, and events, including annual shutdowns and after-hours requirements.

🔹 Communication & Stakeholder Management

Draft and circulate clear internal communications for facility updates, disruptions, events, and project works.

Liaise with users and clients across various platforms (MS Teams, email, calls) to ensure prompt updates and issue closure.

Coordinate across departments, vendors, and stakeholders to align expectations and manage feedback professionally.

🔹 Event, Project & Vendor Coordination

Organise and execute soft services support for events, VIP visits, and internal projects, managing all vendor logistics.

Collaborate with security, cleaning and concierge providers to ensure timely and accurate service delivery.

Be on standby during major events, crises, or infrastructure activities requiring coordinated vendor response.

🔹 Training & Team Oversight

Conduct regular training for front-line vendors (cleaning, security, concierge) to ensure they uphold site protocols, confidentiality, and service standards.

Maintain clear SOPs and workplace etiquette guidance for all vendor staff on-site.

🔹 Manpower Planning & Vendor Performance

Review and adjust manpower deployment to meet site demands, including coverage during peak periods and events.

Conduct regular performance reviews, issue improvement plans where necessary, and ensure vendor accountability.

🔹 Maintenance Support & Work Order Management

Raise, track, and close work orders and purchase orders, follow through from job scheduling to invoicing.

Draft scopes of work, maintenance schedules, and method statements to support daily operations and soft project delivery.

Attend to faults and service issues logged through helpdesk platforms and ensure resolution and closure in coordination with FM and M&E teams.

🔹 Technology, Data & Service Innovation

Use technology tools for data analysis, reporting, and process improvement initiatives.

Support implementation of new systems, platforms, or software to enhance service delivery and user experience.

🔹 Reporting, KPI & Procurement

Monitor fault-reporting systems and generate monthly reports on performance, escalations, and vendor compliance.

Track and report on KPI delivery, budget tracking, and service levels across multiple service lines.

Lead soft services procurement exercises including contract renewals, tender scope development, and vendor onboarding.

🔹 Sustainability, Compliance & Certification

Support sustainability initiatives, pilot new experience programs, and ensure delivery in line with ESG goals.

Assist in achieving and maintaining Green Mark certification for assigned buildings/sites.

Ensure all activities are conducted in accordance with Workplace Safety and Health (WSH) requirements, bank policies, and statutory guidelines.

Key Deliverables

• High service delivery across all workplace areas including trading, executive, and tenant zones
• On-time, compliant resolution of all user-raised requests and feedback
• Flawless execution of events and workplace projects
• Fully trained and professional vendor teams in line with SOPs
• Timely communications, reporting, and dashboard updates
• Operational support during building shutdowns, audits, and inspections
• Sustainability, Green Mark, and WSH compliance across all touchpoints

Experience:

• 10+ years in facilities or soft services management, with significant experience in banking, finance, or mission-critical environments
• Hands-on experience managing VIP and C-suite clients, F&B tenants, and 24/7 operational demands
• Proven leadership in vendor training, operational coordination, and workplace service innovation

Skills & Attributes:

• Strong multitasker with high attention to detail and exceptional organizational skills
• Polished communicator with ability to liaise confidently with senior stakeholders
• Hands-on leadership style, with front-line service understanding
• Calm, composed, and decisive in high-pressure or crisis scenarios
• Tech-savvy with knowledge and proficient in MS Office, MS Teams, and dashboard/reporting tools
• Attentive to service details with a proactive and accountable leadership style
• Excellent communication and interpersonal skills (verbal, written, Teams, email, call-based)
• Proficient in drafting SOPs, project scopes, and managing budgets and contracts

Location:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

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