About the job

Position Overview:

The Facility and Operation Officer is responsible for executing daily business operations, collaborating on long-term planning, and working across departments to support company growth and operational efficiency. This leadership role requires managing facilities, procurement, and resource planning while ensuring smooth operations, adherence to budgets, and strategic planning for expansion. The position will also involve close collaboration with various departments, including HR, PR/Comm, IT, and Finance, to drive operational success.

Duties and Responsibilities:

Facilities Management:

• Oversee office facilities, including temperature control, office furniture, maintenance, cleaning, and signage.
• Ensure all systems (heating, cooling, plumbing, electrical) are functioning properly, and address any issues promptly.
• Establish and manage cleaning schedules and processes, ensuring quality standards are maintained.
• Manage meals, visitor snacks, and ensure a healthy and satisfying lunch is provided daily.
• Coordinate visitor management, ensuring smooth processes for security, lobby, and conference room readiness.

Procurement Management:

• Evaluate service contracts, maintain a database of service providers, and negotiate with vendors for cost-effective solutions.
• Monitor and update procurement order status, ensuring timely deliveries.
• Manage procurement to meet operational goals while controlling costs.

Space Planning:

• Analyze office space requirements and plan for growth.
• Coordinate with HR and management to develop a strategy for night shifts and additional space needs.
• Explore new buildings or locations within walking distance for expansion.

Finance Collaboration:

• Work with the finance department to forecast expenses for meals, entertainment, events, and other operational needs.
• Collaborate with PR for budgeting requirements related to marketing and outreach efforts.

Outreach:

• Partner with PR to create a database of approved vendors for team-building, business lunches, and events.
• Support PR in conference planning, including staging, booth design, and technology needs.
• Assist with the organization of key events, such as the Annual Meeting and Gala & Awards Night.

Reporting & Strategic Planning:

• Submit weekly reports summarizing ongoing projects, efficiencies, and any facilities-related issues.
• Summarize monthly activities, including progress on plans, resolutions to issues, and performance against goals.
• Submit financial, operational, and procurement plans as part of monthly reporting.
• Develop plans for expense management, weather-related actions, and operational improvements.

Task Management:

• Maintain and track tasks using a task management system, ensuring timely execution of all duties.
• Ensure meetings and updates are documented and tracked for transparency and accountability.

Key Skills and Competencies: 

• Problem-Solving: Strong analytical skills to identify inefficiencies and propose solutions.
• Project Management: Ability to manage multiple projects simultaneously, ensuring deadlines and goals are met.
• Communication: Excellent interpersonal and communication skills to coordinate with internal teams and external vendors.
• Budgeting and Financial Acumen: Understanding of budgeting processes, procurement management, and cost-efficiency strategies.
• IT and Facilities Management: Knowledge of IT systems, facilities management, and space planning for growth.
• Presentation Skills: Ability to create and deliver presentations using PowerPoint and other visual tools.

Education & Experience Requirements:

• Education: Bachelor's degree in Business Administration, Operations Management, or related field.
• Experience: 2-4 years of experience in operations, facilities management, or related roles.

Performance Output Expectations:

Facilities Management:

• Regular inspections and immediate action on repairs or replacements, with a clear plan for any necessary maintenance.
• Establish an inspection routine and report findings as part of the weekly report. Ensure repairs and replacements are completed without delay.
• Daily cleaning schedule established and followed. Submit a weekly inspection report, with all cleaning logs signed by relevant support staff.
• Daily lunch and visitor snack provisions are delivered on time and meet dietary requirements.
• Regular inspections of security, lobby, and conference room readiness. Ensure timely documentation and feedback from support staff.

Procurement Management:

• Maintain a database of all service providers, negotiate contracts, and ensure timely procurement of services.
• Track the status of orders, ensure timely delivery, and report any discrepancies or delays.

Event Coordination, Vendor Management, and Space Planning

• Provide venue options, quotes, and ensure event planning tasks are completed on time and within budget.
• Maintain a database of approved vendors for team-building and business lunches, and assist in planning recruitment events or outreach efforts.
• Submit accurate expense forecasts and provide monthly updates on costs for meals, entertainment, and annual events.
• Identify space requirements, including night shift strategies, and explore expansion options (new buildings or locations) within walking distance or available for expansion.

Task Management:

• Offer solutions for operational issues and implement changes to improve efficiency, ensuring clear communication of updates to management.
• Maintain an organized task management system, tracking progress and ensuring all team members are aligned with operational goals.

Performance Reviews and Development:

• Propose and implement at least one operational improvement per year that increases efficiency or reduces costs.
• Attend at least two professional development sessions per year, focused on operational efficiency, leadership, or project management.