Facility Lead

The Apex Group was established in Bermuda in 2003 and is now one of the world s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That s why, at Apex Group, we will do more than simply empower you. We will work to supercharge your unique skills and experience.

Take the lead and we ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Role Descriptions

Facility Maintenance> Oversee the maintenance of buildings, equipment, and grounds.
> Schedule and supervise repairs, renovations, and installations.
> Ensure healthy and smooth working environment for employees.
> Develop and implement a preventive maintenance program for buildings, equipment, and systems (e.g., HVAC, plumbing, electrical).
> Schedule and supervise repairs, upgrades, and renovations.
> Respond promptly to facility-related emergencies and resolve issues efficiently.
> Emergency planning and action.
> Best initiatives as per industry standards.
> Cafeteria management.

Behavioral Traits> Leadership quality.
> Working under pressure.
> Adaptability.
> Team player.
> Learning attitude.
> Solution oriented approach.
> Coordination with stakeholders.

Team Management> Lead and train facility staffs.
> Assign tasks and monitor performance to ensure efficiency.

Budgeting and Cost Control> Develop and manage the facility budget.
> Negotiate contracts with vendors and service providers to optimize costs.

Compliance and Safety> Ensure compliance with health, safety, and environmental regulations.
> Conduct regular inspections and risk assessments.
> Implement emergency preparedness plans.

Vendor and Contractor Management> Coordinate with external contractors for specialized services (e.g., HVAC, plumbing, electrical).
> Evaluate vendor performance and ensure quality service delivery.
> Source, evaluate, and manage relationships with external contractors and service providers.
> Oversee contractor performance to ensure quality and timely delivery of services.
> Review and approve invoices and service agreements.

Sustainability Initiatives> Implement energy-efficient and eco-friendly practices.
> Monitor utility usage and recommend cost-saving measures.

MIS & Reporting> Ensure Supplier Invoice Process is Timely and Follow Up with Finance Team for Payments.
> Maintain Accurate Trackers for Invoices, Purchase Orders (PO), Supplier Contracts (SC), Annual Maintenance Contracts (AMC), etc.
> Prepare Comprehensive Reports on Facility Operations, Expenses, and Maintenance Activities.
> Provide Regular Updates to Senior Management Regarding Facility-Related Issues and Proposed Solutions.

Managing Policies and Audits Compliance Documentation and Record Keeping:
> Ensure all administrative records are properly maintained and easily accessible.
> Verify compliance with legal and regulatory requirements for document retention.
Policy and Procedure Compliance:
> Review all administrative policies and procedures to ensure they are up-to-date and followed.
> Check for compliance with organizational standards and external regulations.
Training and Awareness:
> Confirm that all staff are trained on relevant administrative procedures and policies.
> Evaluate the effectiveness of training programs.
Security and Access Control:
> Assess the security measures in place for administrative areas, including access controls and data protection.
> Ensure that unauthorized access is restricted.
Infrastructure Management and Maintenance:
>Inspect mechanical and electrical systems, site infrastructure, and overall building condition.
> Prioritize repairs and maintenance based on urgency and impact.

Space Management Collaborative and Meeting Spaces:
> Dedicated Meeting Rooms: Provide well-equipped meeting rooms for meetings and training sessions.
> Collaborative Zones: Create informal areas for spontaneous discussions and team collaboration.
Storage and Organization:
> Efficient Storage Solutions: Implement effective storage systems to keep administrative documents and supplies organized and accessible.
Employee Feedback and Engagement:
> Regular Feedback: Gather feedback from staffs to understand their needs and preferences.
Cost Efficiency and Sustainability:
> Space Utilization Analysis: Conduct regular analyses to identify underutilized spaces and optimize their use.
> Sustainable Practices: Implement sustainable practices such as energy-efficient lighting and recycling programs in administrative areas.
Security and Access Control:
> Access Restrictions: Implement access controls to restrict unauthorized entry into facility.

Landlord liaisonCommunication and Liaison:
> Stakeholder Engagement: Develop and maintain strong relationships with landlords, property managers, and other stakeholders to facilitate effective communication and collaboration.
> Issue Resolution: Act as a mediator between landlords and company to resolve disputes and ensure smooth tenancy processes.
Data Management and Reporting:
> Database Maintenance: Keep accurate records of available office space, landlord contacts, and program participants.
> Policy Compliance: Ensure all activities comply with organizational policies and relevant regulations.
Financial Administration:
> Rental Invoice process: Administer Rent, CAM, Electricity, etc. invoices are processed on time.
> Financial Reporting: Manage financial records related to the Rent, CAM, Electricity, etc.

Order Management Inventory Management:
> Master Inventory List: Create and maintain a comprehensive list of all Housekeeping consumables, Stationeries, Pantry consumables, etc. and equipment.
> Stock Levels: Determine and document minimum and maximum stock levels for each item based on usage patterns and supplier lead times to prevent overstocking or shortages.
Tracking and Audits:
> Daily Usage Logs: Record daily usage of consumables to track consumption rates and identify trends.
> Monthly and Annual Audits: Conduct regular audits to verify actual stock levels against recorded levels, identifying discrepancies and ensuring inventory accuracy.
Ordering and Restocking:
> Reorder Points: Establish reorder points for each item to trigger orders when stock levels fall below minimum thresholds.
> Purchase Orders: Generate purchase orders with detailed item descriptions, quantities, and expected delivery dates. Obtain approval from authorized personnel before finalizing orders.
Supplier Management:
Preferred Suppliers: Maintain a list of preferred suppliers for consistent quality and pricing. Regularly evaluate supplier performance to ensure reliability and quality.
Storage and Organization:
> Centralized Storage: Store bulk supplies in a central location to reduce inventory risks and ensure easier tracking.
> Standardized Storage Systems: Implement consistent storage layouts across all sites to simplify inventory management and reduce errors.
Budgeting and Cost Control:
> Budget Planning: Use inventory data to forecast and budget for consumable supplies, ensuring efficient use of working capital.
> Cost Monitoring: Regularly monitor costs associated with consumables to identify areas for cost reduction and optimization.

Disclaimer : Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct souring model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.