Assistant Manager, Facilities and HSE

The Assistant Manager - Facilities and HSE will support the Business in the tactical planning and management of all facilities within the Caribbean operations.

The Assistant Manager - Facilities and HSE will support the Business in the tactical planning and management of all facilities within the Caribbean operations. This role includes coordination of all Facilities functions, with a specific focus on Health, Safety, and Environment (HSE) responsibilities. The incumbent will ensure that all facilities conform to local regulations and standards, providing a safe working environment for all occupants, clients, and visitors.

RESPONSIBILITIES / DUTIES:

1. Facilities Management:

• Assist in planning and overseeing all facilities-related functions including Facilities Projects, Security arrangements, and Janitorial services.
• Support the development and implementation of a Regional Facilities Management Programme, including preventative maintenance and life-cycle requirements.
• Coordinate office space planning and design layouts according to business needs.
• Oversee installations (telecommunications, plumbing, electrical, etc.) and facilities refurbishments and renovations.
• Inspect buildings' structures to determine the need for repairs or renovations.

2. Health, Safety, and Environment (HSE):

• Ensure compliance with local HSE regulations and standards.
• Develop and implement HSE policies and procedures.
• Conduct regular HSE audits and inspections.
• Coordinate emergency response and business continuity plans.
• Provide HSE training and awareness programs for employees.
• Monitor and report on HSE performance and incidents.

3. Security and Safety:

• Ensure security mechanisms and systems are properly implemented and consistently monitored.
• Manage the performance of Janitorial and Security service providers, taking corrective action as necessary.

4. Administrative Functions:

• Conduct and execute all administrative functions of the Department, including creation of Purchase Requisitions, Producing Purchase Orders, Issuing Purchase Orders, receiving and processing invoices, etc.
• Document creation and control, completion of Capex forms, deviation forms, and other documentation as needed.
• Procure and obtain quotations according to the company’s procurement policies.
• Follow up with suppliers for payments and ensure payments are on time in full with consistent and frequent communication with all suppliers.
• Organize, schedule, and host meetings and appointments with suppliers/contractors.
• Monitor and coordinate all service agreements and contractual services as needed.
• Resolve administrative issues and update administrative systems to make them more efficient.
• Produce and distribute correspondence with suppliers/contractors.
• Manage relationships with third party contractors and relevant stakeholders.
• Administer and coordinate Facilities activities via the work request system and maintenance portal.

5. Development Projects Support:

• Provide support for all Development Projects, including site visits, coordinating meetings, instructions to contractors, activity tracking, meeting notes, follow-up actions, etc.
• Develop a system for management of Department’s materials, equipment, and tools.
• Ensure Office is adequately stocked with necessary supplies and equipment.
• Contribute to team effort by participating in accomplishing related results as needed.
• Handle sensitive information in a confidential manner.
• Ensure quality control of services and operations through on-site data collection and interactions.
• Data collection, data analysis, graphically formal presentations, and maintenance of all department reports.
• Research, understand, and create action plans for detailed technical systems of work for equipment, engineering, and other faculties.
• Technical understanding and utilizing a systematic approach to problem-solving is critical for development and the Projects of the Department.
• The ability and willingness to be independent, take initiative, and practice the principles of Project Management will be an asset.

6. QUALIFICATIONS / CERTIFICATIONS & EXPERIENCE:

• Bachelor's Degree in Engineering, Facilities Management or a related discipline.
• Certification in Occupational Health and Safety from an accredited body/institution (must-have).
• Project Management Professional (PMP) certification is an asset.
• Working knowledge of corporate legislation guiding Occupational Health, Safety, and Security requirements.
• Must have access to a reliable vehicle.
• A minimum of 5 years’ work experience in a similar position.
• Regional experience in similar role will be an asset.

7. KNOWLEDGE, SKILLS AND ABILITY:

• Communication: Ability to effectively communicate verbally and in writing with internal and external customers and to interact and make presentations to various stakeholders.
• Accountability: Acts with a clear sense of ownership and takes personal responsibility for decisions, actions, quality, results, timeliness, and failures.
• Decision Making: Exercises good judgment by making sound and well-informed decisions.
• Leadership: Ability to generate enthusiasm among peers while promoting efficiency and maximizing the use of resources.
• Computer Skills: Proficiency in Microsoft Word, Excel, and PowerPoint.

APPLICANT NOTE: We appreciate the interest of all applicants however, only candidates being screened will be contacted. Thank you for considering this opportunity with us.