Facilities Manager

Facilities Manager Innovspace (Coworking Managed Offices)

Role purpose Own site uptime preventive maintenance vendor performance safety readiness and facilities cost control across Innovspace locations.

Reporting Line manager: GM / Ops

Lead Dotted line: Vertical Head Coworking Ops Direct reports: Facility Executive / Technician (per site) vendor supervisors (as applicable) Scope Assigned Innovspace sites (coworking managed offices) Hard services and soft services vendors (as applicable) Key responsibilities 1) Uptime and preventive maintenance Ensure continuous operations of power DG UPS HVAC plumbing pumps elevators (if any) access control CCTV firefighting systems. Build and enforce a preventive maintenance (PM) calendar for all critical assets. Track repeat failures. Drive permanent fixes. 2) Ticketing SLAs and escalation Own the facilities ticketing process end-to-end. Define issue categories (critical / major / minor) and SLAs. Ensure escalation triggers are followed. No silent failures. Publish weekly ticket ageing closure quality and repeat-issue trends. 3) Vendor management and AMCs Onboard vendors with written scope SLAs and escalation contacts. Run monthly vendor reviews using scorecards. Own AMC register for critical assets (coverage frequency service proof renewals warranty expiry). 4) Budgeting and cost control Prepare monthly facilities OPEX plan and variance notes. 1 Control repairs call-outs consumables and utilities where applicable. Enforce purchase discipline (quote process as per policy). Validate vendor bills against scope and service proof. Coordinate with Finance. 5) Safety compliance and audit readiness Maintain safety readiness (exits signage extinguishers first-aid incident register). Maintain logs and records needed for internal audits. Drive corrective actions after incidents and near-misses. 6) Small projects and fit-outs Plan and deliver upgrades and client fit-outs with scope budget timeline and acceptance checklist. Coordinate with sales/client relations for managed office changes. Close punch lists. Complete handover documentation. 7) Asset register and documentation Maintain asset register (critical systems key FF&E). Maintain service history manuals layouts vendor contacts. Keep all records accessible and current. 8) Cross-functional coordination Client Relations: ticket intake and customer updates. IT: coordinate dependencies (IT owns network unless explicitly assigned). Finance: monthly facilities pack and bill validation. Operating cadence (non-negotiable) Daily: receive site readiness confirmation from each Facility Executive. Log critical incidents. Weekly: ticket dashboard downtime log PM completion report open risks. Monthly: OPEX vs budget vendor scorecards AMC status project status. Authority and boundaries Can recommend vendors penalties and replacement. Cannot approve payments. Cannot bypass purchase/approval gates. Cannot close tickets without proof (photo/log/service report). KPIs SLA closure rate (target set by Ops) Preventive maintenance completion % Repeat issue rate (down month-on-month) Downtime hours for critical systems Budget variance % (with variance notes) 2 Vendor scorecard performance Audit readiness score (internal checks) Requirements Experience in office facilities or hospitality facilities. Strong vendor control and documentation habits. Working knowledge of electrical/HVAC/plumbing coordination. Comfortable with logs spreadsheets and weekly reporting. First 90 days outcomes Asset register and AMC register complete and validated. PM calendar running with documented proof. Ticketing discipline stable (no verbal closures). Vendor SLAs in place and first review completed. Baseline downtime and repeat-issue reduction plan delivered.

Required Skills:

Facility management