Facilities and Administration Manager

Brooks is a leading provider of automation solutions with over 40 years of experience in the semiconductor industry, offering precision robotics, integrated automation systems, and contamination control solutions that empower chip manufacturers worldwide. Our product portfolio includes a range of automation solutions, including robots, vacuum systems, and atmospheric robots for semiconductor manufacturing (www.brooks.com).  

Are you looking for a place where you can be part of a transformation? Join us at Brooks Automation and be a part of a dynamic organization that is shaping the future of technology.

Facilities and Administration Manager

Job Description

Role Purpose:

The Facilities & Administration Manager is responsible for the overall management, operation, maintenance and continuous improvement of the company’s facilities, infrastructure, workplace services and administration functions. The role ensures that the manufacturing site, offices and supporting facilities are safe, functional, secure, well-maintained, cost-effective and fit to support current operations and future business growth. The position provides leadership and oversight for Facilities and Administration activities, including building and infrastructure management, electrical and utility services, maintenance, security, housekeeping, transportation, workplace services, contractor and vendor management, site administration, facilities projects, budgeting and business continuity support. The role works closely with Operations, Engineering, HSE, HR, Finance, IT, Procurement and other business functions to ensure effective and uninterrupted site operations.

1.Facilities Management :

• Provide overall leadership for the day-to-day management and operation of company facilities.
• Manage the condition, availability and functionality of buildings, offices, manufacturing support areas, warehouses, common areas and external premises.
• Oversee building systems, electrical systems, lighting, HVAC, plumbing and water systems, drainage, cleanroom, process utility systems, fire protection infrastructure, generators/backup power, lifts, parking areas, roads, signage, access-control infrastructure and CCTV infrastructure.
• Ensure facilities are maintained to required operational standards.
• Monitor breakdowns and corrective maintenance activities.
• Analyze recurring failures and implement corrective and preventive measures.
• Establish escalation procedures for critical failures affecting manufacturing operations.

2. Utility & Energy Management:

• Oversee site electrical, HVAC, chilled water, compressed air, vacuum, gases, DI water and waste treatment systems and ensure reliable availability to support business operations.
• Monitor electricity, water and other relevant utility usage and identify efficiency opportunities.
• Analyse recurring failures and implement corrective and preventive measures.
• Establish escalation procedures for critical failures affecting manufacturing operations.
• Investigate abnormal consumption, interruptions and recurring utility issues.
• Coordinate with utility providers, landlords, contractors and relevant authorities.
• Ensure appropriate maintenance records, inspection reports and certificates are maintained.
• Support planning for additional utility capacity arising from business expansion or manufacturing growth.

3. Cleanroom & Critical Environment Management:

• Maintain ISO cleanroom standards (ISO 6, 7 & 8).
• Monitor particle counts, temperature, humidity, and pressurization.
• Ensure facility conditions support product quality and manufacturing requirements.
• Manage contamination control programs.
• Analyse recurring failures and implement corrective and preventive measures.
• Establish escalation procedures for critical failures affecting manufacturing operations.

4. Facilities Maintenance:

• Develop and maintain a structured preventive maintenance programme.
• Ensure planned maintenance is completed within established schedules.
• Coordinate emergency and breakdown maintenance.
• Prioritise maintenance activities according to operational criticality.
• Maintain records of maintenance activities, breakdowns, service reports and equipment history.
• Monitor maintenance costs and identify optimisation opportunities.
• Review contractor performance and maintenance quality.
• Ensure maintenance work is coordinated to minimise disruption to manufacturing operations.

5. Administration Management:

• Provide overall leadership for the Administration function and ensure effective delivery of site administrative services.
• Establish and maintain efficient administrative processes and procedures.
• Oversee general administration, office supplies, stationery, pantry supplies and other administrative requirements.
• Oversee reception and visitor-related administrative services.
• Manage meeting rooms, common areas and employee amenities.
• Coordinate courier, mail and document distribution services.
• Manage administrative records and site documentation.
• Coordinate administrative support for company events, meetings and site activities.
• Support senior management and business functions on site-related administrative matters.
• Ensure administration services are delivered efficiently, professionally and within approved budgets.

6. Workplace & Employee Services:

• Ensure workplace facilities and employee amenities are maintained to appropriate standards.
• Oversee pantry services, drinking water, cleaning services, common areas, employee facilities, parking, workplace maintenance, waste collection, pest control and landscaping.
• Monitor service quality and employee experience relating to workplace facilities.
• Address recurring workplace service issues and implement corrective actions.
• Support workplace changes, office moves, workstation changes and site expansion activities.
• Ensure adequate workplace services support increasing headcount and shift operations.

7. Housekeeping, Cleaning & Site Appearance:

• Manage housekeeping and cleaning contractors.
• Establish cleaning schedules and service standards.
• Conduct regular inspections of office, manufacturing support, common and external areas.
• Ensure cleanliness and general site presentation are maintained.
• Manage pest-control services.
• Oversee landscaping and external site maintenance.
• Monitor contractor performance and resolve service deficiencies.
• Ensure waste collection arrangements are properly managed in coordination with relevant functions.

8. Transportation & Site Logistics Support:

• Manage employee transportation services and transport vendors where applicable.
• Coordinate transportation requirements for shift employees and other authorised users.
• Monitor transport routes, schedules, capacity and service quality.
• Address transportation issues and employee complaints.
• Monitor transportation costs and vendor performance.
• Coordinate transportation requirements during overtime, special events, emergencies or business continuity situations.
• Ensure transportation vendors comply with contractual and company requirements.

9. Contractor & Vendor Management:

• Manage facilities and administration service providers.
• Establish clear scopes of work, service requirements and performance expectations.
• Obtain and evaluate quotations in accordance with company procurement procedures.
• Monitor contractor performance against agreed SLAs/KPIs.
• Conduct regular contractor performance reviews.
• Manage service deficiencies and corrective actions.
• Coordinate contract renewals with Procurement and relevant stakeholders.
• Ensure contractors maintain required licences, certifications, insurance and other documentation where applicable.
• Ensure contractors comply with site access, security, operational and safety requirements.
• Maintain appropriate vendor records and service documentation.

10. Facilities Projects & Site Expansion:

• Lead or coordinate facilities-related improvement and expansion projects.
• Prepare project scopes, cost estimates, quotations and business justifications.
• Coordinate renovation, construction, installation and infrastructure works.
• Manage project timelines, budgets, quality and contractor performance.
• Coordinate with Engineering, Operations, HSE, IT and other functions as required.
• Ensure projects are planned to minimise disruption to manufacturing activities.
• Coordinate site readiness for new equipment, production areas, offices and employee facilities.
• Support capacity planning for future business expansion.
• Conduct project handover and ensure appropriate documentation is completed.

11. Space Planning & Workplace Capacity:

• Manage office and workplace space utilisation.
• Coordinate allocation of offices, workstations, meeting rooms and common areas.
• Support site expansion and organisational growth requirements.
• Assess facilities requirements arising from headcount growth.
• Develop plans for additional office space, parking, employee amenities, meeting facilities, common areas, security coverage, transportation capacity and utilities.
• Coordinate workplace moves and changes with relevant functions.

12. Fire Protection & Emergency Facilities:

• Ensure fire protection systems and related facilities are properly maintained.
• Coordinate inspection and servicing of fire alarm systems, fire extinguishers, fire pumps, fire hydrants, sprinkler systems, emergency lighting and fire doors.
• Ensure emergency access routes and exits are physically maintained and unobstructed.
• Coordinate facilities support for emergency drills and preparedness activities.
• Support HSE during emergency exercises and investigations.
• Ensure facility-related corrective actions arising from inspections, audits or incidents are addressed.

13. Regulatory & Authority Coordination:

• Coordinate facilities-related matters with relevant government authorities, local authorities, utility providers, landlords and other external parties.
• Maintain appropriate facilities-related permits, licences, certificates and inspection records.
• Track expiry dates and renewal requirements.
• Coordinate authority inspections and visits relating to facilities matters.
• Ensure corrective actions arising from facilities-related inspections are addressed.
• Maintain complete and accessible records for audits and inspections.
• Statutory occupational safety, health and environmental responsibilities remain under the designated HSE function and relevant competent persons.

14. Budget & Cost Management:

• Prepare annual Facilities & Administration operating and capital budgets.
• Monitor monthly expenditure against approved budgets.
• Manage facilities and administration costs within approved financial limits.
• Review recurring service costs and identify cost optimisation opportunities.
• Manage facilities-related CAPEX proposals.
• Prepare business justifications for major expenditure.
• Monitor project spending against approved budgets.
• Identify opportunities for energy, maintenance, vendor and workplace-service cost savings without compromising operational requirements.

15. Business Continuity & Operational Resilience:

• Support development and implementation of site business continuity arrangements relating to facilities.
• Identify critical facilities and infrastructure that could affect manufacturing continuity.
• Establish escalation and response arrangements for major power or water interruptions, critical building failures, major facility breakdowns, security incidents, severe weather events and other site emergencies.
• Coordinate with Operations, HSE, IT, Security and other relevant functions during significant site disruptions.
• Participate in recovery planning and post-incident reviews.

16. Facilities Compliance, Audits & Documentation:

• Maintain appropriate facilities documentation, including maintenance records, service reports, inspection records, certificates, vendor documentation, facility drawings and records, asset information and project documentation.
• Support internal, customer and external audits relating to facilities and site services.
• Ensure audit findings within Facilities & Administration are addressed within agreed timelines.
• Maintain appropriate records to demonstrate compliance with company requirements and applicable statutory obligations.

17. Team Leadership & People Management:

• Lead, develop and manage the Facilities & Administration team.
• Define roles, responsibilities and performance expectations.
• Establish individual and departmental KPIs.
• Conduct regular performance reviews and coaching.
• Identify training and development needs.
• Ensure appropriate manpower coverage for site operating hours and shift requirements.
• Develop succession and backup arrangements for critical responsibilities.
• Promote accountability, responsiveness and service excellence within the team.
• Ensure employees and contractors understand applicable company requirements.

18. Cross-Functional Collaboration:

• Work closely with HR on employee workplace services, transportation, employee amenities, site administration, workforce expansion requirements and employee-related facility concerns.
• Work closely with HSE on facilities-related safety requirements, emergency preparedness, contractor safety coordination, site inspections and corrective actions.
• Work closely with Operations and Engineering on production continuity, facility maintenance, utilities, manufacturing expansion and shutdowns.
• Work closely with Finance on budgeting, CAPEX/OPEX, cost control and vendor payments.
• Work closely with Procurement on vendor sourcing, contracting, tendering and supplier management.
• Work closely with IT on workplace technology infrastructure interfaces, office/site moves and access-control/CCTV interfaces where applicable.

19. Continuous Improvement & Operational Excellence:

• Lead Lean / 5S / Kaizen initiatives within site.
• Apply improvement methods and tools defined to reduce waste, improve efficiency and increase overall productivity.
• Foster Continuous Improvement Culture within site.

Key Performance Indicators (KPIs)

Facilities

·       Facilities uptime and availability

·       Preventive maintenance completion rate

·       Breakdown response and resolution time

·       Recurring facility issues

·       Utility reliability

·       Critical infrastructure availability

Administration

·       Administrative service delivery

·       Employee facility/service satisfaction

·       Response time to workplace issues

·       Service request closure rate

Security

·       Security incident frequency

·       Security patrol compliance

·       Access-control compliance

·       Security contractor performance

·       Incident response and escalation

Vendors

·       SLA/KPI achievement

·       Contractor performance

·       Service quality

·       Contract compliance

Financial

·       Facilities & Administration budget adherence

·       CAPEX delivery against approved budget

·       OPEX cost management

·       Cost-saving initiatives

Projects

·       Project completion against timeline

·       Project cost versus approved budget

·       Quality and handover completion

Compliance

·       Closure of audit findings

·       Timely renewal of permits/certificates

·       Maintenance of required records

·       Completion of corrective actions

Qualifications & Experience:

Education: Bachelor’s Degree or Diploma in Facilities Management, Engineering, Electrical Engineering, Building Services, Business Administration, Operations Management or a related discipline.

Experience: Minimum 7–10 years of relevant experience in facilities, administration, site services or workplace management. Experience in manufacturing, semiconductor, industrial or similarly complex operating environments is strongly preferred. Demonstrated experience managing contractors, vendors, facilities projects, maintenance programmes and operating budgets is required. Experience managing security, housekeeping, transportation or other site services and supporting site expansion or manufacturing ramp-up is an advantage.

Technical Knowledge: Good understanding of building and facilities systems; working knowledge of electrical and mechanical building services; preventive/corrective maintenance; contractor and vendor management; facilities budgeting and CAPEX/OPEX; relevant Malaysian facilities-related regulatory requirements; and security systems, access control and CCTV.

Core Competencies :

• Facilities Management
• Administration Management
• Vendor & Contractor Management
• Project Management
• Budget & Cost Management
• Problem Solving
• Operational Planning
• Risk Awareness
• Stakeholder Management
• Negotiation
• Decision Making
• Communication
• Leadership
• Team Management
• Service Orientation
• Business Continuity Planning
• Continuous Improvement

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Work Location & Flexibility
At Brooks, we aim to foster a collaborative and engaging environment while offering flexibility where possible. Work arrangements may include a mix of in-office and remote work, depending on the nature of the role and business needs. Specific expectations will be shared during the interview process.

Brooks is committed to fostering a diverse and inclusive workplace and proudly serves as an equal-opportunity employer. We welcome all qualified applicants regardless of race, color, religion, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other legally protected characteristics.

Diversity enhances our innovative capabilities and strengthens our ability to serve our customers and communities effectively. At Brooks Automation, we celebrate the unique experiences and perspectives each individual brings, believing they are essential to our collective success. Join us in building a workplace where every team member is valued and can thrive.

For applicants with disabilities requiring accommodations, don't hesitate to get in touch with [email protected] or call +1 (978) 262-2400 to discuss your needs.

Review EEO Law & EEO Statement.