Senior Executive, Facilities Management

Job Summary

• To provide comprehensive support for Facility Management and Office Administrative functions at EMSB. 

• To ensure the efficient delivery of all Facility Management, Occupational Health and Safety, and Sustainable Development Goals related reports within set deadlines. 

• Provide efficient secretarial assistance to the Managing Director, including but not limited to managing schedules, emails, appointments, prepare and distribute documents, reports, presentations and meeting minutes as needed. 

• To effectively render secretariat support, including correspondence and signatory support to the legal department and company secretarial function. 

Key Accountabilities 

Facility Management and Administration 

• Assist as directed with all in-scope aspects of office and facilities administration and related documentation control including preparation, upkeep, storage, and retrieval of all office and facilities related documentation (manuals, plans, drawings, reports, guidelines, procedures, directions and the like). 

• From time-to-time, carry out other project tasks, duties and responsibilities as may be needed, assigned, or instructed, within the reasonable requirements and needs of the business. 

• Develop in country yearly FM budget and own analysis or variations and necessary budgetary corrections action planning. 

• Identify savings/efficiencies and ensure adherence to budget, with accurate forecasting throughout the year, effective management of all delegated spend within agreed internal governance procedures. 

• Ownership of internal FM finance processes for Premises and Resources and compliance with all audit and internal assurance procedures 

• Able to prepare and present budget reports to the senior team.

 • Ensure processing of financial transactions such as invoices, purchase orders etc, are journaled/paid in a timely manner and payment terms are met. 

• Support the in-country estates transactions and capital projects team with insights at country and site level by providing advice in-view of business decisions and projects with FM related dependencies and implications (refurbishments, new offices, cost savings opportunities, improvements of premises and services provided by landlord). 

• Perform duties of project manager for small-medium building projects, including determining scope, resources required, planning, selection of vendor and reporting on project status. 

• Ensure project activities are within Council and regulatory policies and procedures. 

• Achievement of specified building project objectives, in relation to project program timetable, budget, tendering and procurement 

• Procedural and contractual advice

• Project management of the contracted works 

• Projects should be delivered within agreed scope, on time and to budget in the most efficient and cost-effective manner without exposing Epson to unnecessary risk.