Career Opportunities at Ikigai

Who We Are Looking For

The Facilities and Projects Associate at Ikigai is an integral part of our team's operations. You find joy in creating and maintaining exceptional spaces that foster productivity and positivity. You naturally embody and promote Ikigai's core values and culture, and you're deeply passionate about contributing to an organization that prioritizes collaboration, innovation, and excellence.

Operating with a keen eye for detail, you seamlessly navigate between executing detailed plans and providing guidance on complex facilities and project-related matters. With experience in facilities operations and project coordination, you excel at creating efficient processes, managing resources effectively, and ensuring the successful completion of projects.

As a key member of our team, you work closely with the Facilities & Projects Manager, the larger facilities team and other cross-functional teams to ensure the smooth operation of our facilities and projects across multiple locations.

Reporting to the Facilities & Projects Manager, the Facilities & Projects Associate plays a vital role in shaping our organization's work environment and supporting our team's success. You thrive in a fast-paced, dynamic environment and are committed to fostering a culture of collaboration, innovation, and continuous improvement.

Overall, you are a dedicated and enthusiastic individual passionate about facilities and projects and committed to contributing to our organization's success.

The Facilities & Projects Associate will be:

• Passionate team player who emulates Ikigai’s core values and strives to achieve our mission.
• A people-person through and through, who thrives in supporting others to thrive professionally and personally.
• A dynamic and empathetic team player, the Facilities & Projects Associate excels in supporting the success and well-being of others.
• With exceptional communication skills and a genuine interest in understanding and connecting with individuals, they effortlessly build trust and rapport, becoming a go-to resource for colleagues and stakeholders alike.
• Meticulous in their approach, they possess a keen eye for detail and excel in planning and execution. Whether it's coordinating complex projects or managing day-to-day operations, they thrive in environments where organization and attention to detail are paramount.
• As a natural leader, they inspire and empower others to excel, fostering a collaborative and supportive work environment where every member feels valued and motivated to contribute their best.

Role and Responsibilities

Facilities Management and Location Maintenance & Repairs

• Liaise with landlord facilities manager to address any facilities-related issues
• Manage location maintenance including generator, ventilation, building upkeep, and service contracts
• Coordinate preventative maintenance schedules and ensure facilities meet regulatory standards
• Conduct location walk-throughs, identify issues for escalation, and coordinate resolutions
• Overseeing day-to-day security matters
• Plan and conduct fire drills across locations annually
• Support members in space requirements, including office branding and furniture acquisition
• Assist in facilities expense reporting, and cost-effectiveness reviews

Project Management and Location Fit Out & Design

• Assist in project management of fit-outs, renovations, and construction projects
• Create and maintain manuals for opening of new locations
• Prepare furniture schedules, order items, and monitor quality control of delivered items
• Coordinate external vendors and contractors involved in project execution, including procurement, contract negotiation, and performance monitoring
• Liaise with members and the location teams to collect details on project requirements and serve as the primary point of contact providing regular updates on project progress and addressing any concerns or issues that may arise
• Develop project plans, including defining project scope, budgets, objectives, deliverables, and timelines
• Identify potential risks and develop mitigation strategies to minimize project disruptions and delays
• Oversee project budgets, track expenses, and ensure cost-effectiveness throughout the project lifecycle
• Maintain project documentation, including project plans, schedules, budgets, risk registers, and other project-related materials
• Manage quality assurance efforts by assisting in the development and implementation of quality standards, conducting inspections, and ensuring compliance with project requirements
• Assist in identifying resource requirements for projects, including personnel, equipment, and materials, and coordinate resource allocation to ensure project needs are met
• Implement safety protocols and ensure adherence to regulations creating a safe working environment
• Ensure compliance with building codes, government and council regulations, and safety standards throughout the construction process
• Manage project handover and Defects Liability Period after project completion
• Oversee day-to-day construction activities, including site inspections, material deliveries, and subcontractor coordination

AutoCAD and Design

• Utilize AutoCAD software to create project drawings and plans
• Assist in developing project designs and layouts, incorporating member requirements and specifications
• Collaborate with architects and engineers to ensure design integrity and compliance with building codes and regulations

Procurement and Service Provider Management

• Document and maintain procurement processes
• Conduct procurement of facilities and project-related products and services
• Ensure value for money and oversee stock-taking processes
• Manage assets and equipment records, coordinate insurance
• Monitor usage of stock to reduce wastage
• Procure daily supplies for locations and cafe
• Manage service provider and supplier record-keeping
• Maintain relationships with project service providers and suppliers
• Support negotiation with vendors, suppliers, and subcontractors
• Oversee record-keeping for contracts, service level agreements, and requisitions

Administrative Management

• Attend internal and external meetings as part of the facilities and projects team
• Attend expansion design and site meetings to support opening of new location
• Report on operations at team meetings
• Generate regular project progress reports for stakeholders, highlighting achievements, challenges, and upcoming milestones
• Plan Fire Safety and First Aid trainings for teams across locations

Compliance and Regulatory

• Handle city council permits related to the business, facilities and locations
• Coordinate visits and inspections of spaces and cafes prior to issuing licenses
• Coordinate servicing of equipment and drills across locations annually

Essential Skills and Competencies

• Passion for and understanding of Ikigai’s mission and values
• Excellent verbal and written communication skills, especially when handling sensitive matters
• Highly detail-oriented with strong organizational & planning skills
• Outstanding problem-solving skills including being solution-driven in your approach to overcoming challenges
• Strong communication and interpersonal skills, with the ability to collaborate effectively with internal teams and external stakeholders
• Strong organizational and problem-solving skills
• Knowledge of regulatory standards and health and safety requirements
• Ability to multitask, work independently, and collaborate with cross-functional teams
• Ability to make informed decisions quickly, considering various factors and potential outcomes to drive projects forward effectively
• Familiarity with technical aspects related to facilities management and projects, such as building maintenance systems, construction methods, and facility maintenance practices
• Experience in budget planning, monitoring, and allocation, ensuring that projects are completed within budget while maximizing resources and minimizing costs
• Ability to lead project teams, coordinate tasks, and delegate responsibilities effectively to achieve project objectives, while motivating team members.
• Proficiency in project management methodologies and tools such as Asana along with experience using project management software for planning, scheduling, and tracking project progress
• Proficiency in AutoCAD
• Excellent proficiency with Microsoft Office applications (Word, Excel, PowerPoint) or willingness to quickly learn on the job; able to create polished PowerPoint presentations at senior management level
• Demonstrates integrity, dependability, responsibility, accountability, self-awareness, work ethic, empathy, and professionalism

At Ikigai, we are just as interested in how someone fits with our culture, as their ability to get the job done. For anyone joining the Facilities and Projects team, we are also interested in whether:

• You show up to work as your true and authentic self. Whether that is having a talent for Lingala dancing, baking, reading, or sleeping in & watching Netflix.
• You enjoy teamwork and collaboration. When you are stuck you ask for help and are a candid communicator.
• You take pride in being detail-oriented and highly organized. You have excellent work planning and time management skills and can effectively prioritize both urgent and important tasks when everything is happening at once.
• You hold yourself to the highest standards of personal and professional integrity. You maintain confidentiality when appropriate and you know when and how to professionally pull in support when faced with a challenging people-related situation.

Education and Experience

• Bachelor's degree in Facilities Management, Project Management, Business Administration, or a related field preferred but not required.
• At least 3 years' experience in project management
• Project Management certification such as CAPM, PMP, PRINCE 2

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Who We Are Looking For

The ideal candidate for the Housekeeping and Groundskeeping Supervisor role at Ikigai is someone immersed in house and groundskeeping. They are not just skilled professionals, but individuals who are genuinely passionate about their work, with a deep understanding and appreciation for the intricacies of maintaining cleanliness and aesthetics in indoor and outdoor spaces.

Someone who takes immense pride in their craft, approaching each task with dedication and attention to detail. They understand that their role is not just about ticking boxes but about creating environments that inspire and uplift those who interact with them.

A natural leader who inspires their team members to excel, leading by example, demonstrating a strong work ethic, professionalism, and a positive attitude. They are adept at building and nurturing a cohesive team, living out the Ikigai values, fostering a supportive and collaborative work environment where everyone feels valued and motivated to contribute their best.

In addition to their passion for housekeeping and groundskeeping, the ideal candidate is proactive and forward-thinking and constantly seeking out opportunities for improvement and innovation, whether it's implementing new cleaning techniques, optimizing maintenance schedules, or introducing sustainable practices.

The Housekeeping & Groundskeeping Supervisor will be:

• A passionate team player who emulates Ikigai’s core values and strives to achieve our mission.
• A people-person through and through, who thrives in supporting others to thrive professionally and personally.
• Demonstrating integrity and honesty in all their interactions; adhering to ethical standards and organizational policies.
• An empathetic supervisor -- understands the needs and concerns of their team members, and provides support and guidance to help them succeed in their roles.
• Adaptable and flexible -- able to respond quickly to changing priorities, emergencies, and unexpected situations that may arise in their duties.
• A proficient problem solver, capable of identifying and resolving maintenance issues quickly and effectively.
• Consistently exceeding the expectations of our community members by delivering exceptional housekeeping and groundskeeping services.

Role and Responsibilities

Operations

• Supervise and coordinate the activities of Housekeeping, Groundskeeping and Security staff across multiple locations
• Develop and implement cleaning schedules and protocols to maintain high standards of cleanliness and hygiene across locations
• Schedule shifts and leave schedules and arrange for replacement in cases of absence
• Conduct regular inspections of location facilities to identify maintenance needs, safety hazards, and cleaning issues
• Formulate, revise, and ensure adherence to Standard Operating Procedures
• Monitor inventory of cleaning supplies and equipment, and ensure timely replenishment as needed, liaising with the Procurement department
• Enforce safety protocols and procedures to ensure a safe working environment for staff and members
• Maintain records of cleaning activities, inspections, and maintenance work, and provide regular reports to management
• Schedule and adequately plan for deep cleaning initiatives during normal operations, and after maintenance or renovations
• Plan for adequate support during internal and external events
• Foster healthy relationships with Security, landscaping and other service providers contractors and ensuring consistent review of the set SLAs
• Develop and continuously improve a standardized housekeeping process for conferencing coordination, etc.
• Oversee budgets related to department operations

Customer Service and Hospitality

• Have a good understanding of our Customer Service and Hospitality standards and work with the Hospitality & Wellness Manager to ensure that the teams are aligned to the hospitality goals of the organization
• Coordinate with the Facilities team for maintenance and repair work as needed, including landscaping, pest control, and janitorial service
• Respond promptly to member requests and complaints regarding cleanliness and maintenance issues and take appropriate action to address concern
• Escalate customer service and hospitality issues and feedback with Hospitality team for resolution where require

Training & Development

• Design and implement onboarding program for the Housekeeping, Security and Groundskeeping teams
• Assist in the development and implementation of sustainability initiatives related to housekeeping and groundskeeping practice.
• Formulate a training calendar and schedule training sessions
• Train and mentor housekeeping, groundskeeping and security staff on cleaning techniques, safety procedures, and customer service standard.
• Support in sourcing of external trainers where additional expertise is required

People Management

• Lead performance reviews for the Housekeeping, Groundskeeping and Security teams
• Lead performance reviews for the Housekeeping, Groundskeeping and Security teams
• Monitor staffing levels, and make recommendations on staffing needs to the People & Culture team for workforce planning purposes
• Manage disciplinary matters for the team in liaison with the Facilities Manager and People & Culture
• Manage inter-personal conflict within the team, and escalate to Facilities Manager and People & Culture where required
• Conduct team building initiatives, leading and motivating the team and creating a positive work environment
• Prioritize the wellness of the team, including carrying out quarterly wellness checks-ins

Essential Skills and Competencies

• Passion for and understanding of Ikigai’s mission and values
• Excellent communication and interpersonal skills, with the ability to interact professionally with members, staff, and vendors and lead with empathy and compassion.
• Highly detail-oriented with a keen eye for cleanliness and organization
• Outstanding problem-solving skills including being solution-driven in your approach to overcoming challenges
• Excellent proficiency with Microsoft Office applications (Word, Excel, PowerPoint) or willingness to quickly learn on the job; able to create polished PowerPoint presentations.
• Ability to comprehend and manage budgets.
• Ability to lead and motivate a team.
• Familiarity with cleaning equipment and effective maintenance practices.
• Excellent problem-solving skills
• Knowledge of health and safety standards and understanding of sanitation regulations.
• Demonstrates integrity, dependability, responsibility, accountability, self-awareness, work ethic, empathy, and professionalism

At Ikigai, we are just as interested in how someone fits with our culture, as their ability to get the job done. For anyone joining the Facilities Team, we are also interested in whether:

• You show up to work as your true and authentic self. Whether that is having a talent for Lingala dancing, baking, reading, or sleeping in & watching Netflix.
• You enjoy teamwork and collaboration. When you are stuck you ask for help and are a candid communicator.
• You take pride in being detail-oriented and highly organized. You have excellent work planning and time management skills and can effectively prioritize both urgent and important tasks when everything is happening at once.
• You hold yourself to the highest standards of personal and professional integrity. You maintain confidentiality when appropriate and you know when and how to professionally pull in support when faced with a challenging situation.

Education and Experience

• Minimum 3 years' experience as a Housekeeping Supervisor in a corporate environment
• College certificate or equivalent; additional certification or training in housekeeping or facility management is a plus