TECHNICAL HEAD for CFMO MPAO  

Under the Supervision of the CFMO Director, the CFMO-MPAO Technical Head ensures efficient space utilization, regular maintenance and upkeep of assigned buildings and corresponding grounds facilities. The function also calls for administrative support such as budget preparation and expense monitoring, billing review, inventory control, purchasing equipment, fixtures, fittings and direct supervision of 2 office and 5 maintenance staff assigned to each of the buildings. As key person, he/she has to establish, institutionalize, sustain, and uphold systems, policies and procedures intended to continuously improve matters concerning the buildings and part grounds facilities and resources per building schedule.

Job Responsibilities

1. Leadership
   1. Acts as the lead and the main resource on the facilities management of assigned buildings and adjacent grounds
   2. Develops, manages and supervises assigned maintenance personnel based on set standards and in accordance with the CFMO’s vision / mission and the university’s over-all goals and initiatives
   3. Establishes and institutionalizes processes and procedures to continuously review current status quo and apply necessary measures towards improvements on performance and key result areas
2. Strategic
   1. Regularly reviews systems and performance of the team
   2. Maintains awareness of the environment, new trends and standards as far as comprehensive facilities management of buildings are connected
   3. Ensures annual performance audit as one of the benchmark for succeeding year’s goals
   4. Develops, initiates and cascades action plans in managing the buildings and adjacent facilities
   5. Sets and pursues achievement of key results areas (KRA) for the team and each individual members in support of the unit’s mandates
   6. Regularly benchmarks performance of his team versus regional and / or global on the best practices on buildings and facilities management
   7. Regularly reviews, updates and / or drafts new policies that are necessary to the building and adjacent facilities’ operations
3. Operations
   1. Building and Events Management
      • Reviews/checks schedule of monthly activities of Irwin Theatre, Church of the Gesu, Pollock Renewal Center
      • Oversight of events during actual activities, performance, dry runs, technical runs and close coordination with the event organizer on logistics, etc.
      • Conducts regular on the spot inspection of assigned buildings and adjacent facilities in the areas of equipment and structure maintenance and repairs, housekeeping and efficiency and good working condition of all lighting, air conditioning, mechanical, exhaust, audio visual, fire protection, systems, etc.
      • Regularly inspects the grounds, parking areas, landscape, rain gutters, area drains, etc. and sees to it that they are clean and maintained regularly
      • Coordinates with the appointed landscape, garbage, pest control, air-conditioning and fire protection’s contractor regarding regular maintenance based on methodologies and set standards as stipulated under the service level agreement (SLE)
      • Sets and evaluates building and facilities security and safety requirements and provisions, emergency protocols, evacuation plans, guard deployment, augmentation for scheduled events and monitoring needs of facilities in close collaboration with the CSMO.
      • Collaborates with the CFMO’s various sections e.g. CCMTS, CUGEMS on major repairs, improvements, design parameters, cost estimates, TOR’s and BOQ’s and grounds developments and job requests respectively
      • Coordinates with building occupant’s key point person on building matters, use of space, code compliance, utilities, renovations, repair, security, housekeeping, etc.
      • Reviews and evaluates contractor’s bid proposals and quotations for Minor/Major Improvements projects, Preventive Maintenance and repairs
      • Leads in assessing the team’s performance (organic and outsourced) by getting feedback from offices served
   2. Billing and Budget
      • Manages the budget and resources allocated for the section. Establishes and institutionalizes process to continuously review systems and processes for efficient spending
      • Evaluates / audits utilities consumption and billing for all assigned buildings and corresponding occupants
      • Directly manages / supervises present office administrative support and building assigned maintenance staff
      • Oversees the regular checking, monitoring and reconciliation of accounts on the various facilities ledgers
      • Identifies annual budget requirements for all assigned buildings including any necessary realignment of extra budgetary requests
      • Prepares Occupancy Agreement / Use of Space Contract / Renewal of Contract for all leased spaces and events venues including authorization for payroll deduction of tenants (faculty) of the Ateneo Single Faculty Housing
   3. Purchasing and Inventory
      • Reviews unit rates and prices for consumables, janitorial and maintenance supplies for direct procurement that are not available at the warehouse
      • Requests for new equipment requirements, minor repairs and improvements and major improvements
      • Oversees sufficient inventory / stock of janitorial and maintenance supplies
      • Oversees regular and annual physical inventory of equipment, furniture and fixture of the assigned facilities and ensures the proper use, care, inventory, maintenance, storage, and disposal
      • Drafts plans, methodologies and programs for identified major repairs, improvements and fixture, furniture and equipment replacement
      • Coordinates with various suppliers undertaking preventive maintenance for equipment, landscaping, fire-protection, pest-control, audio visual, air-conditioning, theatre systems, electro-mechanical systems, etc.
      • Main person for CFMO MPAO facilities on pre-bid, bid, technical clarifications and evaluation for Major improvements, preventive maintenance and repair projects
   4. Administrative / HR Functions
      • Ensures administration of contracts and projects needed in the performance of the team’s mandate and the delivery of services
      • Ensures compliance to university policies and procedures
      • Ensures compliance to public policies
      • Prepares reports and documents needed in the performance of the team’s mandate
      • Establishes a strong team of dedicated individual with full understanding of and commitment to the requirements of the section, units and the university
      • Effectively manages the team of fostering the Ignatian values and ways of doing things
      • Manages the performance of each and every individual in his team through clarity on set goals and objectives with regular and effective communication
      • Develops future leaders in his team through coaching and mentoring
      • Attends to inquiries on space and events area
      • Drafts office related communication letters, minutes of meetings
      • Handles custodianship, safekeeping, issuance and duplication of keys for all assigned facilities
   5. Others
      • May lead or be given role in other projects / activities which are mission critical to the unit or the University
      • Prepares manpower requisition for casual support maintenance including interviews and hiring recommendation

QUALIFICATIONS:

1. Licensed Architect / Engineer (Civil, Electrical, Mechanical)

2. At least 10 years of experience

3. Knowledge

· Building and construction industry

· Facilities Management

· Building, construction codes and DOLE’s Occupational Safety and Health Standards

· Good interpersonal and enforcement of local policies and best practices in property management

· Budget preparation, estimates, TOR, BOQ

· Financial Review

· Operating Standards for mechanical, electrical, plumbing systems

· Best practices in energy conservation, utilities consumption management, sustainable and green programs

· Security and building emergency systems

· Data, Voice and Public Address System

4. Skills

· Creative and good in analytical thinking

· Proficient in Technical Writing, effective oral and written communication

· Team player

· Good customer relations

· Good organizational skills

· Efficient time management

· Networking with industry players