The Senior Facilities Specialist leads the day-to-day delivery of workplace and facility services for WSP Manila, ensuring that the office is safe, compliant, well maintained and fit for business needs. The role oversees building systems, maintenance, contractors, space utilization and workplace compliance, and acts as the senior point of coordination between the Workplace Administration team, building management and external service providers.

This role supervises workplace staff and outsourced providers, deputizes for the Head of Workplace Administration when required, and provides data, analysis and recommendations that support leasing, space planning, budgeting and management decisions.

The role is expected to independently manage day-to-day workplace operations with very minimal supervision. As the business continues to grow rapidly and prepares to support an additional office location, the role must be able to effectively meet these operational demands and seamlessly take on the full scope of the position.

Work Arrangement:

This position requires working in the office five (5) days per week, with occasional overtime as needed to support operational requirements.

Responsibilities

Team Leadership & Supervision

Supervise, guide and allocate work to workplace staff and outsourced service providers; set priorities and monitor daily output.
Coach and develop team members, provide performance inputs, and support onboarding of new workplace personnel.
Deputize for the Head of Workplace Administration in day-to-day workplace matters when required.
Develop, review and maintain workplace procedures, checklists and work instructions.

Maintenance, Repairs & Asset Care

Plan, coordinate and oversee preventive and corrective maintenance across electrical, mechanical, plumbing and civil works.
Maintain asset registers, maintenance schedules and service histories; recommend repairs, upgrades and replacements with supporting cost justification.

Facility Systems Management

Oversee operation, servicing and readiness of FDAS, CCTV, access control, HVAC, emergency lighting, generator/UPS and related utilities.
Coordinate testing, commissioning, certifications and rectification works to keep systems compliant and operational.
Ensure all critical equipment, such as power, UPS and fire safety systems, is always in working condition.

Contractor & Vendor Management

Source, coordinate and supervise contractors; monitor performance against agreed SLAs and safety standards and lead periodic performance reviews.
Validate work completion, service reports, quotations and invoices; ensure permit-to-work and risk controls are followed.
Issue work permits and ensures submission of HIRA by contractors before work starts.

Budget, Materials & Procurement

Prepare and monitor the workplace OPEX budget; track variances and propose cost-saving measures.
Lead specification, sourcing and procurement of materials, tools and critical spares in coordination with local procurement; maintain stock control for essential parts.
Prepare business cases and recommendations for equipment replacement, service changes and budget reallocations for management approval.

Waste Disposal & Environmental Control

Ensure compliance in waste segregation, storage, hauling and disposal with accredited providers; maintain required manifests and records.
Reporting of ESG/ Green House Gases emissions.

Business Permitting & Compliance

Secure and renew facilities-related permits and certificates (e.g., Fire Safety, equipment/system certifications, environmental requirements) and facilitate inspections with relevant agencies.
Maintain compliance documentation and close out findings from audits, inspections and internal reviews.

Building & Lease Coordination

Act as liaison with building management on service responsibilities, utilities/metering, building works, handovers and defect rectification within the leased premises.
Support the review of lease obligations and landlord coordination in relation to workplace services and space changes.

Desk Utilization, Space Planning & Fit-Out

Track, monitor and report daily desk utilization through Flowscape or the access control dashboard, and enforce desk booking and locker policies.
Manage day-to-day space utilization, ensuring efficient use of desks, lockers and common areas.
Consolidate occupancy data (e.g., headcount, utilization trends, peak usage) and align headcount movements with workspace capacity.
Identify early indicators of space constraints (e.g., frequent overbooking, lack of available desks) and recommend actions to management.
Prepare scenario analysis (e.g., growth vs. current capacity) and data summaries to support leasing strategy and office expansion planning.
Lead space planning and the optimization of workspace layouts to support operational efficiency and employee productivity.
Lead office fit-out and enhancement projects from planning through execution, ensuring alignment with business requirements and workplace standards.

Reporting & Analytics

Prepare the monthly workplace report covering maintenance performance, system uptime, contractor performance, space utilization, compliance status and key risks.
Present workplace data, trends and recommendations to management as required.

Other tasks

Other workplace service tasks that contribute value, as needed by the broader Workplace Administration Team.

Qualifications

Education

Mandatory:

- Bachelor's degree in engineering, Facilities Management, or a related field.

Preferred:

- Further training certification in Facilities Management, Engineering or Management.

Experience

Mandatory:

- Minimum 8–10 years of senior supervision to managerial experience in facilities or workplace management, including hard facilities and multi-system building operations.

Preferred:

- Experience in corporate/BPO environments with large-scale operations.
- Exposure to multi-site or regional facilities management.
- Experience leading office fit-out or relocation projects.

Certifications

Mandatory:

- Basic safety or facility management certification (e.g., Basic Occupational Safety, Permit-to-Work or equivalent).

Preferred:

- Facilities Management certification.
- BOSH/COSH.
- Pollution Control Officer (PCO).
- ISO Certifications (9001, 14001, 45001, 27001 – Internal Auditor or equivalent).
- Advanced building systems or facility training.

Skills

Mandatory:

- Knowledge of core building systems (FDAS, CCTV/access control, HVAC, emergency power, utilities).
- Team supervision, work allocation and performance monitoring.
- Contractor management and procurement processes, including quotation review and SLA monitoring.
- Budget preparation, variance tracking and cost management (OPEX).
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) for reporting, documentation and communication.
- Working knowledge of Microsoft Teams and SharePoint for collaboration, file management and coordination.
- Ability to use maintenance tracking systems or CAFM tools.

Preferred:

- Advanced proficiency in Microsoft Excel (data analysis, dashboards, pivot tables).
- Familiarity with Power BI or similar tools for reporting and visualization.
- Experience using CAFM/IWMS platforms (e.g., ServiceNow, Archibus, Flowscape or equivalent).
- Exposure to digital workplace tools, automation and reporting optimization.

Knowledge

Mandatory:

- Familiarity with Philippine building, fire, environmental and safety regulations.
- Understanding of preventive maintenance practices, risk controls and permit-to-work systems.
- Understanding of workplace strategy, space planning and desk utilization concepts.

Preferred:

- Working knowledge of lease obligations.
- Awareness of ISO standards and compliance frameworks.

Leadership

Ability to lead and motivate a small team and hold service providers accountable.
Sound judgment in prioritizing work and escalating issues appropriately.
Clear written and verbal communication, including reporting to senior management.

Personal Attributes

Service-oriented mindset – committed to delivering excellent workplace experiences.
Detail-focused – ensures high standards in cleanliness, presentation and compliance.
Adaptable – able to respond to changing needs and priorities.
Proactive – anticipates issues and takes initiative to resolve them.
Reliable and accountable – consistently meets expectations and follows through.
Team player and leader – collaborates across departments and guides others by example.