Facilities Manager
George Town - Pulau Pinang - Malaysia
  • The purpose of this position is to provide facilities management leadership and support in coordinating S&P Global account administration and completion of multiple functions of office maintenance and operations for the location at Malaysia & remoting at Thailand.

Scope of Responsibility:
  • Oversee and manage comprehensive facilities services across 3 sites – Penang, KL & Bangkok. 
  • Ensure operational compliance and champion CBRE HSE tools and systems;
  • Professionally to facilitate and ensure successful implementation of operational business initiatives from 3rd party vendors.
  • Make decisions with thorough knowledge of account procedures and CBRE policies to achieve set results and deadlines by setting own project deadlines;
  • Oversee and manage hard and soft services vendors and establish a network of contractor relationship to support office operations;
  • Professionally engage with the various onsite/regional client representatives and CBRE local and regional representatives to meet contractual business objectives;
  • Uphold and deliver exceptional customer service, adherence to CBRE’s procurement strategy, adherence to contractual deliverables, financial budgets, KPI’s and operationally interact with the various levels of client management/CBRE onsite multi-functional facility team members to ensure a systematic and consistent high level of service delivery.
  • Exceptional management of the account financial budget targets and actively ensure business initiatives are returning the projected saving targets.

Key Responsibilities:
  • Oversee and manage facilities operations (hard/and soft services and asset management ) across 3 sites – Penang, KL & Bangkok and ensure operational compliance;
  • Oversee and manage all 3rd party vendor under CBRE (hard and soft services)
  • Effective financial management to meet business objectives. Prepare monthly invoice processing, client billing, accruals and variance report. Prepare and manage OPEX and CAPEX budgets accordingly;

Key Tasks and Deliverables:
  • Oversee and manage hard and soft services including asset management;
  • Work with Regional manager & other team member in the region to achieve obligations and deliverables;
  • Review maintenance contracts, proposals and cost quotations;
  • Oversee the delivery of preventative and corrective maintenance by 3rd party vendors to ensure contractual compliance;
  • Oversee delivery of reactive maintenance by 3rd party vendors to ensure contractual compliance;
  • Oversee delivery of reactive maintenance by landlord and/or landlord vendors within specified timelines;
  • Manage and oversee the overall tenant services activities to be delivered within the tenancy;
  • Convenes and/or attends meetings with the client, vendors and others as required to facilitate information cross flow to meet contractual deliverables;
  • Respond follow-up to client inquiries, concerns or escalations in a professional and timely manner to ensure a high-quality service delivery;
  • Undertake inspections and audits to validate scope and address issues of concern as it applies to account deliverables;
  • Implement and uphold CBRE change management protocols to initiate changes within the account asset management system;
  • Lead project coordination for office moves, restack and change activities;
  • Prepare and distribute ad hoc reports accurately, professionally and in a timely;
  • Seeks to continuously improve processes and procedures to provide an enhanced level of service delivery;
  • Comply with CBRE instructions, processes, procedures, workflows to uphold effective and compliant delivery of services;
  • Engage with CBRE Procurement Team to onboard 3rd party vendors;
  • Support the procurement process, manage billing cycle in conjunction with the Real Estate Accounting Services Team. Prepare invoice processing, client billing, accruals and variance reporting;
  • Prepare and manage OPEX and CAPEX budgets accordingly;
  • Ability to embrace technology to facilitate the delivery of services;
  • Provide back-up to office services as and when required;
  • Essential travel to other S&P Global locations between Malaysia & Thailand;
  • Undertake other duties and tasks as your line manager may require from time to time to meet contractual, operational and organizational business deliverables.

Supervisory Responsibility (potentially after 1 year)
  • Provides formal supervision to individual employees within single functional or operational area;
  • Approves recommendations for staff recruitment, selection, promotion, advancement, corrective action and termination;
  • Effectively recommends same for direct reports to next level management for review and approval;
  • Plans and monitors appropriate staffing levels, prepares and delivers performance appraisal for staff, mentors and coaches team members to further develop competencies and leads by example to models behaviors that are consistent with CBRE RISE values.

Required Knowledge & Skills:
  • Excellent Client Service relationship skills – Mandatory;
  • Logical and analytical thought processes and good problem solving skills - Mandatory
  • Facility, Building Services or Maintenance Management background – Essential;
  • Knowledge and application of HS&E legislation, risk management principles and relevant Standards in Malaysia & Thailand– Essential;
  • Good organizational skills and ability to work to strict deadlines – Mandatory;
  • Application of logical and analytical thought processes with attention to detail, multi-task focused and work autonomously – Essential.
  • Ability to manage several functions and projects simultaneously including ability to meet shifting priorities and report to multiple or joint interests – Mandatory;
  • Demonstrable confidence and maturity in communications including good written and oral presentation skills – Essential;
  • Ability to build a professional relationship with the client, CBRE onsite multi-discipline team and vendors – Essential;
  • Organisational abilities to meet deadlines and setting priorities – Essential;
  • Ability to communicate at all levels and build effective and professional relationships with the client, CBRE management, work colleagues and vendors – Mandatory;

Qualifications, Education and Experience:
  • Relevant tertiary qualifications in a related FM field – Preferable;
  • Experience in an associated facility management/operations role – Mandatory; 
  • Customer service experience – Essential;
  • Microsoft packages – particularly Word, Excel and Outlook – Mandatory;
  • HS&E awareness and knowledge – Essential;
  • Usage of system applications – Essential;
Communication Skills
  • Excellent written and verbal communication skills
  • Ability to provide efficient, timely, reliable and courteous service to the client
  • Ability to clearly present information
Financial Knowledge
  • Understanding of financial terms and principles – Essential;
  • Understanding of financial reporting – Essential;
  • Understanding of how to record and report savings – Mandatory
Reasoning Skills
  • Ability to comprehend, analyse, and interpret documents;
  • Ability to solve problems involving several options in situations;
  • Ability to analyse and report data in a quantitative manner;
  • Strong organizational and analytical skills
Other Skills and abilities
  • Team player;
  • Engaging;
  • Work under pressure when necessary to meet timelines