VP-Head of Facility General Services

Role Purpose

The Head of Facility General Services ensures that all company facilities operate efficiently, safely, and in compliance with regulations. This role oversees quality control, business process, regulatory compliance, permits, and occupational health & safety (HSE/K3) while managing vendor contracts, budgets, and property leases. Responsibilities include conducting audits, ensuring legal compliance, optimizing facility operations, and negotiating with vendors to maintain cost-effective, high-quality workplace environments.

Scope of Work

Quality Control (QC) & Quality Services: 

• Conduct inspections and testing of facilities, equipment, and work environments to ensure quality standards are met.
• Develop and implement standard operating procedures (SOPs) related to facility maintenance and usage.
• Perform internal audits to ensure compliance with quality standards.
• Handle complaints or repairs related to facility quality and operational services.
• Coordinate with the operations team to improve service and work efficiency.

Process Development & Standardization:

• Design, document, and enhance business processes to align with current business process requirements
• Collaborate with cross-functional teams to ensure operational efficiency and risk mitigation.
• Develop Standard Operating Procedures (SOPs) and guidelines for compliance-related workflows

Regulatory Compliance & Legal:

• Ensure that facilities and office operations comply with applicable national and international regulations.
• Update company policies to align with the latest regulatory requirements.
• Manage legal documents and certifications required for office operations.
• Conduct compliance audits to prevent potential regulatory violations.
• Coordinate with government agencies or certification bodies regarding permits and compliance.

Permits & Licensing:

• Handle operational facility permits (e.g., building permits, environmental permits, safety permits, etc.).
• Ensure timely renewal of permits to avoid disruptions in business operations.
• Coordinate with authorities to ensure facilities meet legal requirements.
• Ensure facilities have the necessary permits for energy usage, environmental impact, and workplace safety.

HSE (Health, Safety, Environment) / Occupational Health & Safety (OHS):

• Implement workplace safety procedures to prevent accidents and environmental hazards.
• Conduct routine inspections of safety equipment (fire extinguishers, evacuation routes, fire suppression systems, etc.).
• Train employees on safety procedures and emergency response protocols.
• Manage waste disposal systems and ensure compliance with environmental regulations.
• Handle incident reports and develop preventive measures to avoid recurrence.

Vendor & Budget Management:

• Manage relationships with vendors providing maintenance, security, cleaning, and facility equipment services.
• Regularly evaluate vendor performance to ensure service quality.
• Develop and manage the budget for facilities, maintenance, and procurement.
• Oversee budget utilization to ensure cost efficiency without compromising service quality.
• Negotiate with vendors to secure the best pricing and optimal services.

Property & Lease Management / Transaction Management:

• Manage company properties, including purchases, leases, and lease renewals.
• Draft and review lease agreements to ensure compliance with applicable regulations.
• Negotiate with property owners to secure favorable lease terms.
• Oversee property conditions and ensure regular maintenance is carried out.
• Manage property-related transactions, including rent payments, property taxes, and operational costs.
• Analyze office space efficiency and provide recommendations for asset optimization.

Others (Coordination, Management, and Audits):

• Coordinate with various divisions to ensure smooth operational processes.
• Prepare periodic reports on quality, permits, safety, regulatory compliance, vendors, and budgets.
• Develop facility improvement strategies to enhance efficiency and sustainability.
• Communicate with vendors and external parties regarding facility maintenance.

Minimum Requirements

Qualification:

Bachelor or master degree, preferably from technical and or management background.

Related Experience:

Preferably 10 years of working experience in Property & Facilities Management, Permits, Lease & Transaction Management, and Vendor & Budget Management experience required

Skills:

• Facility management.
• Knowledge of HSE/K3, building regulations, and compliance.
• Strong negotiation, budgeting, and vendor management skills.
• Ability to analyze reports, manage projects, and handle multiple tasks.
• Proficiency in Microsoft Office / facility management software (preferred).