Facilities & Workplace Experience Manager at Ikigai

Role Goals and Objectives:

• Emulate Ikigai’s core values and strive to achieve our mission and live the Ikigai culture.
• Oversee the smooth running of all Ikigai location facility-related operations.
• Maintain the working conditions of infrastructure at Ikigai’s coworking space locations, and ensure facilities are secure and functioning efficiently.
• Ensure an environment that is safe and problem-free for all members and staff to work under the best conditions.
• Plan and coordinate fit-outs and renovations, manage the maintenance of supplies and equipment to fulfill health and safety regulations, and continuously examine the different location facilities for quality control purposes.

Key Roles & Responsibilities
Facilities Management/Location Maintenance and Repairs:

• Manage facilities and operations by using and continuously improving tools, processes, systems, and technology (e.g., Hubspot, project management platforms), including:
• Implementing and optimizing facilities, project, and task management systems for the department.
• Creating, updating, and implementing the Ikigai operations processes manuals.
• Overseeing record keeping for the facilities department (contracts, service level agreements, directories, schedules, requisitions, etc.).
• Oversee the smooth running of all facilities-related operations, including: Handling maintenance with a proactive, preventative approach.
• Developing and executing a preventative maintenance schedule for building, equipment, and soft services.
• Maximizing the uptime and availability of key facilities assets such as the Wi-Fi network, printers/copiers, meeting rooms, and other shared resources, and keeping location teams aware of facilities issues that may impact members.
• Managing support services such as housekeeping, groundskeeping, security, parking, and technology, ensuring all facilities meet government regulations and environmental, health, and safety standards.

Location Fit Out/Renovation Management:

• Oversee project management of location fit-outs, renovations, facility upgrades/refurbishments, and new site developments/expansions.
• Create detailed budgets for projects and internal initiatives based on sound assumptions (historical information, researched costings, etc.), reviewing, value engineering, tracking, and reporting on expenditure.
• Coordinate project teams, attend and coordinate site meetings and project coordination meetings, and follow up on project deliverables.
• Oversee project timelines and follow up to ensure completion on schedule.
• Oversee procurement of materials and services required for projects.

Procurement and Service Provider Management:

• Oversee procurement of facilities and project-related products and services for Ikigai.
• Manage procurement processes and conduct reviews and modifications to the processes where required.
• Ensure Ikigai is receiving value for money from suppliers and continually review this.
• Approve purchase requisitions for operations and location-related inventory and stock.
• Oversee registry of purchased assets.
• Manage and maintain relationships with suppliers and service providers.
• Build and maintain relationships and negotiate with local vendors, suppliers, and subcontractors to maintain/improve and implement high-quality, relevant, and desirable amenities and facilities for members.
• Conduct due diligence, prequalification, negotiation, and approval of suppliers and service providers, and establish and maintain contracts with approved suppliers.
• Oversee management of service providers and subcontractors.
• Lead regular service provider and subcontractor meetings to ensure sound and high-quality work delivery.

Team Management:

• Oversee recruitment, onboarding, management, coaching, and performance management of the facilities team.
• Foster effective collaboration between the facilities and location teams by developing, communicating, and enforcing a clear escalation matrix for issue resolution.
• Ensure clarity of set goals, KPIs, and standards for the team to ensure operational excellence across all locations.
• Build capacity within the team through coaching, skills development, professional development opportunities, and continuous feedback.
• Build a positive team culture in the facilities department in line with Ikigai’s culture code through weekly department meetings and wellness meetings with direct reports.

Finance & Strategy:

• Lead Facilities department strategy development in the annual company strategy process, oversee department strategic projects, and periodically report on progress.
• Manage department financials, including: Creating detailed budgets based on sound assumptions (historical information, researched costings, etc.).
• Tracking and reporting on expenditure during the monthly business review meetings.
• Reviewing facilities-related costs and ensuring cost-effectiveness and efficiency, minimizing costs as much as possible while maintaining Ikigai standards.
• Providing cost projections and financial justifications for upcoming projects, maintenance cycles, and facility upgrades.
• Ensuring adequate insurance coverage and minimizing claims related to construction and facilities.

Sustainability:

• Lead energy-efficiency programs (lighting, HVAC, renewable integration), monitor and reduce consumption, and track/report carbon footprint and emissions.
• Implement water conservation (low-flow fixtures, rain harvesting) and manage waste segregation, recycling, composting, and sustainable procurement.
• Ensure all construction/renovation uses eco-friendly materials and methods; extend asset lifecycle through proactive, preventive maintenance.
• Develop and update internal sustainability policies and procedures; track regulatory changes.
• Engage staff and vendors in sustainability practices, set and track KPIs (energy, waste, carbon), report progress to leadership/stakeholders, and drive innovation through smart technologies and circular economy initiatives.

ROLE QUALIFICATIONS
Experience and Requirements:

• 5+ years’ experience in facilities/project/operations management or relevant position.
• Well-versed in building, construction, and facilities management best practices, including the ability to interpret floor plans.
• Comfortable with HVAC, electrical, plumbing, and other building systems (working knowledge is a plus).
• Demonstrated project management skills and ability to plan and manage resources; P&L experience is a plus.
• Professional certifications in Health & Safety, Project Management, or Facilities Management are an added advantage.
• Experience in procurement processes and management.
• Proficiency with data analysis, forecasting, and budgeting.
• Experience in customer relationship management and dedication to providing great service.
• Experience managing and leading a team, including coaching and capacity building.

We are looking for:

• Passion for and understanding of Ikigai’s mission and values, and passion for entrepreneurial communities.
• Must have strong verbal and written communication skills.
• Exceptional organizational and problem-solving skills.
• Highly detail-oriented and solution-driven.
• Strong interpersonal relationship and leadership skills.
• Entrepreneurial mindset; you are a quick learner and self-starter who works well in a fast-paced, start-up/ growth stage environment.
• You are adaptable and innovative; you own your mistakes and move on.
• Strong proficiency with Microsoft Office applications (Excel, PowerPoint, Word) and project management software.
• Demonstrate integrity, dependability, responsibility, accountability, self-awareness, work ethic, empathy, and professionalism.