Facilities & Projects Associate 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