Operations Manager (Technical & Facilities) at WORQ · Kuala…

The Operations Manager (Technical & Facilities) is responsible for overseeing the end-to-end management of WORQ’s office spaces and facilities, ensuring optimal functionality, safety and user experience across all outlets.

This role combines strategic planning, project management and operational oversight to maintain, enhance and optimize workplace infrastructure and services. Key responsibilities include managing office space planning, facilities operations, vendor contracts, maintenance, risk compliance and budget optimization.

The role requires close collaboration with cross-functional teams, ensuring seamless operational support, timely issue resolution and continuous improvement in service quality and operational efficiency. The ideal candidate is a detail-oriented, proactive professional with strong technical knowledge, procurement and negotiation skills and the ability to thrive in a fast-paced, dynamic environment.

Job descriptions:

Office space planning and facilities operations:

• Lead the development and execution of office space planning and facilities management strategies to ensure an exceptional user experience across all WORQ outlets. This includes overseeing the overall condition and performance of office premises, physical assets, and building systems, as well as managing essential services such as security, housekeeping, landscaping, pest control, and compliance with occupational health and safety standards.
• Conduct regular inspections and routine checks on office facilities, including equipment and furnishings, ensuring adherence to office space management best practices.
• Coordinate repairs and spare part replacements with vendors and assist with ad hoc work orders required during weekends or off-hours.
• Liaise with building management on critical operational matters, including power shutdowns, fire drills, and general facility maintenance to ensure continuous operations.

Project management:

• Oversee and coordinate all space enhancement projects, including office renovations, refurbishments, and other improvement initiatives, ensuring alignment with organizational goals and operational efficiency.

Vendor and contract management:

• Develop and implement strategies to enhance supplier and contractor performance within the Integrated Office Space framework, including managing policies, contract terms, and ensuring alignment with organizational objectives.
• Manage procurement processes, including requesting quotations, conducting cost comparisons, and assisting in raising purchase requisitions and orders for Facilities Management-related purchases.

Risk, compliance and safety:

• Lead risk management efforts, driving the development and execution of disaster recovery and business continuity plans in compliance with incident reporting procedures and WORQ’s guidelines.
• Ensure regulatory compliance with applicable industry standards and regulations, mitigating risks and safeguarding a compliant, safe workplace environment.

Reporting and analytics:

• Compile and submit monthly reports on work orders and facility management services, categorizing them for clarity and reporting outcomes to stakeholders.
• Prepare and present the monthly FM report to senior management, detailing key metrics, performance improvements, and areas for operational focus.
• Evaluate the financial impact of Integrated Office Space initiatives by identifying cost-saving opportunities, optimizing expenditures, and providing data-driven recommendations for informed business decision-making.

Communication, coordination and feedback handling:

• Act as the primary point of contact for receiving feedback on building faults, service delivery failures, and service requests, ensuring timely and efficient resolution.
• Optimize team communication by recommending improvements, disseminating critical information, and streamlining processes to eliminate inefficiencies and respond to incidents swiftly.
• Monitor occupant satisfaction by gathering feedback from facility occupants, employees, and stakeholders, using insights to enhance service quality and address concerns effectively.

Cross-functional support and community engagement:

• Collaborate with the Outlet Team to ensure seamless customer service operations and provide support to other departments as needed on various projects and tasks.
• Work closely with the Enterprise teams to contribute to cross-functional initiatives, providing support on tasks, projects, and strategic objectives.
• Support company-wide community initiatives, including organizing and participating in business networking events and member engagement activities to enhance brand presence and client relationships.

Job requirements:

• Diploma or Bachelor's degree in Building, Mechanical Engineering or equivalent disciplines to facility management.
• At least 5 years of experience in facilities, supplier or project management.
• Must be familiar with the service structure, including responses to requests for assistance on Facilities Management issues and arrangements pertaining to all operating expenditures.
• Knowledge of general maintenance methods, operating requirements and safety precautions related to facilities management.
• Has experience in using all available resources to drive continuous improvement of the operation level, including cost optimization, experience improvement and risk control.
• A reliable team player with good problem solving skills in handling conflicts and setting priorities.
• Demonstrate outstanding communication skills and resilience in maintaining a positive relationship with customers and stakeholders during challenging situations.
• Flexible and able to work to assist any outlet as needed, responding promptly to issues and finding efficient solutions to optimize facility performance.
• Must be a well organized, detailed and customer (internal and external) oriented person.
• Able to work independently and quickly adapt in a fast-changing start-up environment.
• Strong procurement and negotiation skills.