Facilities Manager (Immediate Joiners Preferred)

Exera Vietnam is currently looking for a candidate for the position of Facilities Manager.

EXERA Vietnam is an Integrated Facility Management (IFM) services provider, dedicated to creating safe, efficient and sustainable work environments for our clients.

With a strong presence since 2012 in Myanmar, we have expanded our operation to Vietnam in 2023, further solidifying our commitment to delivering exceptional IFM solution across Southeast Asia. With years of experience, we have become an indispensable contributor to the corporate sector, offering tailored solutions to meet the diverse needs of business and organization. We provide IFM services, specializing in on-site Facility Management, Office Services, Technical Services, Soft Services, and more.

We prioritize quality and professionalism. You can be confident that we use only reliable and qualified personnel for your peace of mind at managing your business and your organizations. At EXERA Vietnam, customer satisfaction is paramount. We fully train and equip our officers to present the best possible image for our customers and to enhance our own image and reputation. We are committed to delivering excellence in service, consistently exceeding expectations.

Key Purpose of the Job:

The Facilities Coordinator is deployed fulltime on client Ho Chi Minh site, responsible for the effective management of the account including Ho Chi Minh and Hanoi Sites and leadership of the team to ensure delivery of the Comprehensive Service Solutions in line with client's expectations. Builds and maintains positive client and stakeholder relationships that provide in-depth knowledge of the clients' business needs and expectations. Develops and manages an annual facility plan that aligns the strategic and operational objectives of the account to deliver the benefits and outcomes. Provides leadership, direction, and development for the onsite account team. To ensure a strong culture of safety, efficiency and continuous improvement.

Key Areas of Responsibility

Contract Management

• · Comprehensively understands the contract terms, conditions, service scope and client's expectations at a detailed level, makes great efforts to meet customer needs;
• · Directs management resources to ensure that service levels are met and/or exceed cost effective manner through-out the life of the contract;
• · Ensures that work perform is covered by the contract and properly reimbursed from the client;
• · Prepares proposals and negotiates profitable compensation for requested work outside the original contract.

Client Management

• Works closely with the client to ensure satisfaction.
• Ensures the capture, understanding and management of client's expectations in line with a detailed operational plan.
• Establishes a business plan to capture the strategic initiatives and targets for the client and the activities and actions to deliver on these.
• Periodically conducts business reviews with the client to ensure alignment between expectations and delivery, reports regularly on activity, trends, spend, improvement initiatives.
• Measures, monitors and reports on the delivery of the key benefits and outcomes to the client, in line with the Facility Plan and client's expectations and business needs
• Presents business cases to the client for improvement to their business in terms of the clients staff satisfaction and productivity, process improvement and asset utilization, safety, productivity and life cycle.

Operation Management

• Administers Exera policies, business procedures and standards at the account to ensure compliance within the account wide.
• Establishes procedure performance metrics; tracks, analyzes, and reports performance and trends in terms of quality, activity, safety, cost, and customer satisfaction.
• Shares process improvements with client.
• Provides the technical and management direction for all facility management services teams and taps into current resources to reduce cost and increase satisfaction.
• Provides operational leadership in problem solving and decision; making to ensure that account issues and challenges are resolved, proactively.
• Establishes the account safety program with support from Country SHE and ensures that all safety program goals and objectives are met/exceeded
• Establishes and manages an emerging issues, business continuity and incident management plan and process including reporting

HR Management

• Conducts performance reviews and goal-setting with key site resources and each employee under the direction.
• Recruits the suitable key management staff for team with the help of line management and HR Dept.
• Establishes and leads a highly engaged account team
• Develops and implements a detailed succession and people development plan.
• Provides timely and effective communications with all employees within the account in order to build strong win-win relationship
• Communicates regularly with line management and client to share critical information
• Establishes a site base training plan and trains and coaches the team to achieve the development

Quality and Safety Management

• Monitor and identify areas of improvement as a matter of course
• Create a culture of exceptional quality and innovation
• Set an example of exceptional standard in all activities, language and communication
• Identify and act on safety trends and reports to create intervention to protect business, our people and drive continuous safety improvement
• Ensure mandatory processes are in place, and are compliant including but not limited to; QSHE objective and tracking, H&S scenario training and investigation
• Manage and ensure the environmental, fire-fighting and local buildings are compliant to the local regulations

The above statements are a snapshot of the duties and responsibilities of the role and are not intended to be an exhaustive list.

Required Competencies

• Bachelor degree or equivalent. Major in Technical, Business Management, or Industrial Management discipline
• A minimum of 5 years management experience in the facilities management and/or maintenance operations.
• A strong leader with diplomacy and maturity;
• Demonstrable ability to implement change and courage to challenge the status quo (both internally and externally);
• Exposure to management of partner relations.
• Previous experience in managing multi sites and multi locations activities.
• Computer literacy, with excellent oral and written communication and presentation skills;
• Have the tertiary qualifications and/or experience required to provide the outcomes listed above;
• Have good understanding of budget management.
• A proven track record in the management and establishment of planned preventative maintenance programs and the management of sub-contractors performance
• Good presentation, communication skills and an ability to deal with individuals at all levels of the organization
• Relevant tertiary qualifications and/or relevant equivalent experience required to provide the outcomes listed above