Job Description

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Huntsman Global Business Services is now looking for a Facilities and Administrative Lead/Manager. Facilities and Administrative Lead/Manager is a key role for GBS Global and APAC Hub, accountable to deliver cost effective and an efficient hub operation. As a Facilities and Administrative Lead/Manager, the role is accountable to strategize and implement Environment Safety and Health (EHS) programs, champion, and coordinate Business Continuity Plan (BCP), lead or partner with relevant stakeholders to carry out employee engagement and wellbeing programs. This role is setup to provide best in class service delivery which includes administrative facilities management, asset management, space optimization, facility maintenance/projects, visitors and travel management. This role will have significant interaction with GBS Hub Leader, Human Resources and Site Leadership Team.

To be successful the Facilities and Administrative Lead/Manager will be an effective communicator, proactive and transparent, constantly thinking about prevention and improvement. In addition, the person creates a culture of collaboration with focus on people's wellbeing. The ideal candidate will be located in Kuala Lumpur, Malaysia.

As a Facilities and Administrative Lead/Manager, you will:

Environment Health and Safety (EHS) Programs

Liaise with regional EHS function lead to develop Hub EHS strategy, annual plan and programs that ensures employees safety, compliance with Huntsman safety standards and local regulations.

Lead EHS committee and ensure key priorities are implemented timely.

Perform periodic EHS risk assessment and implement robust and proactive action plans to mitigate.

Facilitate EHS trainings and awareness programs.

Coordinate with building management for wider EHS program

Ensures physical security of the site.

Business Continuity Management (BCP)

Work with GBS Hub Leader, Site Leadership Team (SLT) and

Functional/department heads to implement a robust BCP plans/plan to assure continuity of services to global stakeholders.

Establish periodic review, update, and testing of BCP

Single operational point of contact for the site during a significant incident at the site

Records Management

Act as the Site Records Coordinator (SRC) and carry out records management program

Coordinate and provide leadership to Department Records Coordinator to ensure Inventory Records, Inventory Archive are up to date

Establish file fitness program at site and ensure proper legal hold and approvals are adhered to.

Liaise with Corporate Records Manager to ensure compliance with corporate policies and procedures.

Liaise with internal audit and provide required supporting documents.

Facility Management

Develop and maintain safe and efficient site operation

Operates cost effective process for responding to business requests for moves, addition and changes

Develops, proactively manages, and maintains relationships with 3rd party service providers in line with Huntsman business code of conduct and appropriate business financial systems.

Proactively identifies and facilitate introduction of best practices within the office and benchmarks performance

Oversees and leverage building management systems, balancing the needs of the community with GBS Hub goals for environmental sustainability and efficiency

Audit facility and utility systems for maintenance and operational efficiency

Inspect facility to determine the need for repairs or renovations

Manage ad-hoc projects (e.g., expansion /modifications).

Supervise management of GBS Hub related projects including space optimization, office expansion projects, mobile phones, ergonomic tools/furniture, key / staff cards management.

Ensures all compliance, licenses are up to date

Work with HR and support onboarding, leaver support

Manage IT peripherals and distribution

Provide seamless visitors management (travel, hotel, visa, etc.)

Cost and Performance Management

Develop site budget proposals and implement proper cost reviews that ensures cost effective spend in line with GBS Hub strategic objectives.

Manage performance (cost, quality, and stakeholder satisfaction) and ensures it is measured and benchmarked appropriately.

Work with Finance to ensure the appropriate allocations are being implemented as per the agreed operating, budget, and capital plans.

Communication and Engagement

Ensure effective, constant communication of all maintenance, construction, and related projects and issues to stakeholders and other relevant constituents

Participates in event planning with oversight responsibility for ensuring the appropriate set-up for events and meeting facilities

Serves as an interface to regulatory officials with jurisdiction over facilities and related operations.

Actively ensures that in-house or outsourced services are provided meet our needs and adheres to established KPIs. Such services may include cleaning services, general maintenance building services, mail & courier Services, IT and security, F&B, procurement, shipping/receiving, etc.

Reachable after office hour for ad-hoc incidents that impact any GBS office floors, properties or associates' wellbeing, business travel, security, etc.

Conduct regular new joiner induction and ensure smooth onboarding/transfer.

Manages relationships with Building Management, authorities, or contractors.

Leadership and Supervision

Develops, proactively manages, and maintains relationship with administrative team, office associates, guest, and stakeholders.

Plans assigns and directs work for team members; ensuring

goals/expectations are set and clarified, regular feedback provided, succession plan and appraisals/goal setting conducted.

Coach team members to address process gaps, identify inefficiencies and help to embed a continuous improvement culture and safety in the organization.

Provide mentoring, guidance, and feedback to team members to support long term career development and retention of key talent.

Identify and provide opportunities for learning and self-development to build capability of the team and ensure competency in performing activities. Secure resources to support development efforts.

Technology Integration/Continuous Improvement

Possess Continuous Improvement (CI) mindset and drive to improve current process and service level

Digitalize and apply lean principles over facilities processes.

Establish network with other Hub Facility Lead to leverage best practices.

Others

Perform other duties that may be assigned from time to time.

What skills and experiences are we looking for?

Bachelors' degree in administration or equivalent

Experience in relevant fields such as, building management system,

Strong organizational skills

Experience of 8-10 years' experience in managing buildings and office space in large setting ~200 people or above

Knowledge of EHS and building regulations

Past experience in BCP, records management is an added advantage

Well versed in facilities management best practice

Must have high level of proficiency with Internet, Email, and Microsoft O36E programs

Possess good communication skills, both written and oral

Knowledge of basic accounting or finance principles

Good negotiation skills

Cross-functional collaboration skills

Results oriented

An understanding of contracting

What can we offer?

Huntsman offers unsurpassed opportunities to build a successful future. Our diverse portfolio creates a range of career fields including manufacturing, research and development, technical services, sales and marketing, customer service - and the list goes on.

Here, you can make an impact and make a difference. Come join us.

Huntsman is proud to be an equal opportunity workplace and is an affirmative action employer. We provides equal employment opportunities (EEO) to all qualified applicants for employment, without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identification, sexual orientation and/or expression or any other characteristic protected by law in every location in which we have facilities national or local.

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Huntsman is aware of a scam involving fraudulent job offers. Huntsman does not make job offers until after a candidate has submitted a job application and has participated in a face-to-face interview. Please be advised that emails from Huntsman always end in "@huntsman.com" and that any job offer that requires payment or requires you to deposit a check is likely a scam. If you have questions about any open positions at Huntsman, please visit our Careers website at .

Huntsman offers unsurpassed opportunities to build a successful future. We are a global specialty chemical company with locations in 30 countries around the world, employing over 9,000 associates. Our diverse portfolio creates a range of career fields including manufacturing, research and development, technical services, sales and marketing, customer service - and the list goes on. Here, you can make an impact and make a difference. Come join us.

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