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Facility Administrator
3 weeks ago
The Facility Administrator is an integral role responsible for overseeing the financial and operational management of the organization’s facilities. This position ensures the effective management of revenue from rental income, utilities, and other charges, with a focus on timely validation, collection, and reconciliation. The Facility Administrator also plays a critical role in liaising with government authorities to ensure full compliance with regulatory requirements, including leasing and licensing. In addition, this position contributes significantly to tenant relations, asset management, communication with staff and tenants on facility-related matters, and supporting workplace services, ultimately driving the operational efficiency and long-term success of the organization.
**Key Responsibilities**:
- ** Tenant Income Management**:
- Oversee the invoicing, validation, and reconciliation of rental income, utilities, and other tenant-related charges.
- Ensure timely tenant payments in alignment with lease agreements, financial targets, and company policies.
- Track and manage tenant income to ensure accuracy and compliance with lease terms.
- ** Financial Support**:
- Provide support in processing financial obligations such as utility payments, vendor payments, and government licenses.
- Develop and maintain a robust system for the timely and accurate processing of financial transactions, ensuring compliance with all regulations.
- Utilize systems like PO/PR Ariba for procurement and financial transactions.
- ** Bifurcation of Facility Space for Tax Reporting**:
- Assist with the accurate division (bifurcation) of facility space for tax reporting purposes, collaborating with the finance team and regulatory bodies to ensure compliance with tax and accounting requirements.
- Work closely with internal stakeholders to ensure facilities are appropriately categorized for tax purposes, ensuring transparency and accuracy.
- ** Government Compliance & Liaison**:
- ** Asset Monitoring & Reconciliation**:
- Serve as the business asset coordinator, overseeing the tagging, tracking, and reporting of physical assets to ensure compliance with asset management standards.
- Conduct regular audits and reconciliations to ensure inventory records match physical assets, maintaining transparency and accountability.
- ** Tenant Management & Relationship**:
- Build and maintain strong, trusting relationships with tenants, ensuring satisfaction and improving tenant retention.
- Provide prompt responses to tenant requests and resolve maintenance issues in a timely manner, maintaining high standards of tenant relations.
- ** Tenant Space Leasing Support**:
- Support leasing management by meeting tenant needs and assisting in the review and renewal of leases.
- Track tenant lease expirations, subletting agreements, and fees, ensuring that all lease terms are up to date and operational efficiency is maintained.
- ** Food Improvement Program**:
- Oversee the implementation and communication of the Food Improvement Program, ensuring sustainability, consumer safety, and vendor compliance with food service standards.
- ** Fitness/Gym Management**:
- Manage the fitness and gym facilities, ensuring safety, functionality, and overall user satisfaction.
- Foster a healthy and active work environment by promoting gym participation and maintaining equipment safety standards.
- ** Communication/Support Company Events/Meetings**:
- Maintain open communication with staff and tenants regarding facility management updates, issues, and requirements.
- Serve as a key point of contact for facility-related queries, building maintenance requests, and operational concerns, ensuring timely and effective resolution.
- Assist in the planning, coordination, and execution of company events and activities to enhance workplace culture, employee engagement, and internal communication.
- Ensure that event and meeting logistics, including space utilization and facility setup, are properly managed for a seamless event experience.
**Qualifications**:
- Proven experience in facility management, tenant relations, or a similar role with a focus on financial oversight.
- Exceptional organizational skills and attention to detail, particularly in financial management, lease agreements, and asset reconciliation.
- Experience with leasing agreements is essential.
- Ability to collaborate effectively with cross-functional teams, senior management, and external stakeholders.
- Additional experience with workplace wellness programs, food services, or gym management is a plus.
- Qualification: Diploma or degree with a minimum of 7-8 years of relevant working experience.
**Key Competencies**:
- ** Financial Management**: Strong ability to oversee tenant income validation, invoicing, collection, and reconciliation while achieving financial goals.
- ** Communication & Liaison**: Excellent communication skills to engage effectively with tenants, vendors, staff, and
