Facilities Associate - Level I - SHOP

Job Summary:

As part of a formal apprenticeship or regional training program, assists with facilities changes and improvements; assists with maintaining relationships with various suppliers and vendors of services provided to the facility; communicates changes and improvements to affected facility occupants. Performs activities under direct supervision.

Key Responsibilities:

Supports coordination with facilities management to schedule work and special projects for the assigned facility. Assists with planning for changes and improvements; assist with schedules and implements plan. Helps with developing, documenting, and reporting budgets for approval process; creates and writes purchase orders; approves payment of invoices. Assists to update, edit and print CAD layouts and master plans; assist with managing floor space and office space all locations within master plan. Assists with organizing installation of communications equipment with internal and external suppliers and customers. Participates in improvement processes; actively participates in self-and team audits and resulting process improvements. Works under close supervision according to defined facility procedures/processes. Attends classes and on/off site training programs (travel if required) and makes appropriate progress necessary to build basic skills and knowledge required to pass local certification.

Competencies:

Action oriented - Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.

Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.

Communicates effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.

Customer focus - Building strong customer relationships and delivering customer-centric solutions.

Self-development - Actively seeking new ways to grow and be challenged using both formal and informal development channels.

Emergency Preparedness - Plans, manages and supports the site’s emergency preparedness program; identifies risks and develops a risk management plan to address incidents such as power outage, flood, and fire; manages the maintenance of emergency systems for fire and flood protection; reports any system impairments.

Facilities Maintenance - Assesses the condition of the facility including its systems, structure, interiors, exteriors and grounds; manages facility operations and maintenance activities; develops and operates asset management systems for Preventative Maintenance's that uses criticality analysis, predictive tools and prioritization.

Facilities Operation - Manages occupant services (parking, janitorial services, food services, concierge, facility helpdesk, security and safety); manages the maintenance contracting process; develops and manages the facility’s operational planning requirements (temperature control, lighting, equipment replacement, water treatment and so forth).

Values differences - Recognizing the value that different perspectives and cultures bring to an organization.

Education, Licenses, Certifications:

High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.

Experience:

Minimal or no work experience required.

Key Responsibilities

• Manage shift schedules, manpower deployment, and overtime planning.
• Coordinate employee transport services and site vehicle management.
• Oversee housekeeping, gardening, pest control, and drinking water facilities.
• Manage daily canteen forecasting, manpower availability, and service quality.
• Support front desk operations, courier services, and employee administration activities.
• Coordinate leadership, global leadership, customer visits, and hospitality arrangements.
• Organize employee engagement activities such as birthday celebrations and events.
• Support medical health check-up drives and employee welfare programs.
• Manage uniform measurement and distribution activities.
• Coordinate induction and training schedules for new joiners.
• Drive plant 5S initiatives and workplace organization standards.
• Manage admin service vendors and ensure compliance with service-level agreements.
• Ensure plant readiness, cleanliness, and a positive employee experience.

Key Skills

• Administration & Facility Management
• Vendor Management
• Visitor & Event Coordination
• Transport & Canteen Management
• Communication & Stakeholder Management
• Planning & Resource Management
• 5S and Workplace Management
• Problem Solving and Customer Service Orientation