Facilities Manager

About the Company

Smart Suites manages a portfolio of over 100 rooms for short-term vacation rentals across Rocklea, Sunnybank, Acacia Ridge, Carina, and Kuraby in Queensland, Australia. Guided by our core values of Customer Obsession, Ownership, Curiosity, Humility, Efficiency, and Teamwork (COCHET), we are committed to delivering exceptional hospitality experiences to every guest.

Smart Suites is an AI-driven company that continuously adopts and integrates advanced technology, automation, and digital tools to improve efficiency, decision-making, and customer satisfaction. We are looking for team members who are equally passionate about using AI tools, data-driven insights, and digital systems to strengthen operations and service delivery.

At Smart Suites, we aim to ensure every guest stay is not only clean and comfortable, but also thoughtfully managed and personalized in a way that leaves a lasting impression.

Position Summary

The Facilities Manager is responsible for managing property maintenance, facilities, housekeeping, quality inspections, logistics, inventory, and procurement across the Smart Suites portfolio.

The role ensures properties are safe, functional, properly maintained, adequately stocked, and ready for guests. It manages internal team members, contractors, suppliers, trades, cleaners, and third-party service providers.

The Facilities Manager directly manages the:

• Cleaning Manager

• Field Quality & Standards Inspector

• Facilities Management Coordinator

• Logistics and Inventory Specialist

• Procurement Specialist

This is primarily a leadership, coordination, performance management, and operational oversight role. It is not a hands-on trade position.

Key Responsibilities

1. Facilities Maintenance and Asset Oversight (25%)

• Manage planned, preventative, recurring, and reactive maintenance across all properties.

• Oversee maintenance for plumbing, electrical, HVAC, appliances, roofing, fencing, solar systems, grounds, and common areas.

• Coordinate contractors and trades, track work from request to completion, and verify the quality of completed repairs.

• Monitor property defects, asset condition, wear and tear, warranties, and replacement requirements.

• Lead refurbishments, property improvements, repairs, and other facilities-related projects.

2. Housekeeping, Quality, and Field Operations (15%)

• Oversee cleaning operations, property inspections, field coverage, and issue resolution.

• Set and maintain standards for cleaning, maintenance, property presentation, and guest readiness.

• Ensure cleaning and inspection schedules align with check-ins, checkouts, mid-stay cleans, and occupancy demand.

• Hold the Cleaning Manager and Field Quality & Standards Inspector accountable for service and quality targets.

• Ensure inspection findings, guest damages, missing items, and safety concerns are assigned, tracked, and closed.

3. Team Leadership and Performance Management (15%)

• Set team priorities, KPIs, service standards, responsibilities, and performance expectations.

• Conduct regular team meetings, one-on-one coaching, training, and performance reviews.

• Monitor workloads, response times, work quality, task completion, attendance, and team capacity.

• Address underperformance, communication gaps, recurring errors, and process failures promptly.

• Approve schedules, workflows, task priorities, and resource allocation across the Facilities function.

4. Logistics and Inventory Management (15%)

• Oversee stock levels for linen, consumables, cleaning supplies, maintenance materials, furniture, appliances, tools, and equipment.

• Set minimum and maximum stock levels, reorder points, safety stock, and stocktake schedules.

• Ensure stock receipts, transfers, usage, returns, losses, write-offs, and asset movements are recorded accurately.

• Oversee deliveries, collections, property replenishment, installations, removals, warehouse activities, and furniture movements.

• Investigate stock shortages, waste, damage, losses, and inventory discrepancies and implement corrective actions.

5. Procurement and Supplier Management (10%)

• Oversee purchasing for maintenance, housekeeping, logistics, inventory, furniture, appliances, equipment, and property setup.

• Review pricing, product quality, lead times, warranties, availability, and whole-of-life value before purchase.

• Maintain approved supplier, contractor, and standard product lists.

• Ensure purchases follow quotation, approval, purchase order, documentation, and budget requirements.

• Monitor supplier performance and resolve pricing, quality, delivery, warranty, or invoice issues.

6. Property Setup, Projects, and Asset Management (10%)

• Coordinate facilities, procurement, inventory, deliveries, and installations for new and refreshed properties.

• Ensure each property meets safety, furnishing, inventory, presentation, and operational standards before launch.

• Maintain an asset register for major furniture, appliances, equipment, building systems, warranties, and repair history.

• Track project timelines, costs, risks, site readiness, and completion requirements.

• Coordinate asset recovery, stock transfers, removals, and final inspections when properties are offboarded.

7. Safety, Compliance, Budgeting, and Reporting (10%)

• Ensure facilities operations meet workplace health and safety, building, fire, and regulatory requirements.

• Maintain compliance records, inspection schedules, risk registers, incident records, and contractor documentation.

• Prepare and monitor facilities budgets, forecast repairs and replacements, and investigate material variances.

• Maintain accurate trackers and report on open work, asset risks, costs, stock levels, supplier performance, and service results.

• Update SOPs, checklists, systems, and workflows and coordinate with Guest Experience, Finance, Revenue, Human Resources, and IT.

KPIs / Success Measures

• 95% of maintenance requests acknowledged, logged, and assigned within the required internal turnaround time.

• 90% or more of maintenance and upkeep jobs completed within agreed service timelines.

• 95% or more of scheduled preventative maintenance completed on time.

• 100% of active jobs accurately reflected in internal trackers with a current status, owner, due date, and next step.

• Reduced overdue and recurring maintenance issues, with unresolved items escalated and documented.

• Cleaning inspection pass rate, re-clean rate, and guest complaints maintained within agreed targets.

• Property downtime and lost room nights caused by facilities issues kept to a minimum.

• Compliance, incident, and hazard corrective actions completed within agreed timelines.

• Inventory accuracy maintained at 95% or above, with critical stockouts and urgent purchases kept to a minimum.

• Supplier delivery, quality, pricing, and service performance maintained within agreed standards.

• Facilities, maintenance, inventory, and procurement spending managed within approved budgets.

• New property setups and major projects completed within agreed timelines, budgets, and launch standards.

Competencies

Company Values (COCHET)

• Customer Obsession - keeps properties safe, functional, clean, stocked, and ready to support a positive guest experience.

• Ownership - takes responsibility for the Facilities function and follows issues through to verified completion.

• Curiosity - uses data, technology, and root-cause analysis to improve property standards and operating processes.

• Humility - works openly with team members, suppliers, contractors, and other departments and acts on feedback.

• Efficiency - prioritises work, controls costs, and uses resources effectively across multiple properties.

• Teamwork - coordinates the Cleaning, Inspection, Maintenance, Logistics, Inventory, and Procurement functions as one team.

Role-Specific Competencies

• Leadership, coaching, and performance management

• Facilities and maintenance management

• Housekeeping and quality standards oversight

• Logistics, inventory, and procurement management

• Contractor, supplier, and stakeholder management

• Budgeting, cost control, and commercial judgement

• Risk management, safety, and compliance

• Planning, prioritization, reporting, and follow-through

• Root-cause analysis and operational problem-solving

• Continuous improvement, technology, and data-driven decision-making

Skills & Qualifications

• At least 5 years of experience in facilities management, property operations, maintenance management, hospitality operations, accommodation, real estate, or a related field.

• At least 2 years of experience leading teams, managing direct reports, or overseeing multiple operational functions.

• Strong understanding of planned, preventative, recurring, and reactive maintenance.

• Experience coordinating tradespeople, contractors, suppliers, cleaners, and field-based teams across multiple sites.

• Experience in logistics, inventory management, procurement, supplier management, or asset management.

• Working knowledge of workplace health and safety, risk management, fire safety, and facilities compliance requirements.

• Strong commercial judgement, budgeting, cost-control, negotiation, and supplier-management skills.

• Strong written and verbal communication, organization, reporting, and documentation skills.

• Ability to manage competing priorities, urgent issues, and changing operational requirements with minimal supervision.

• Experience in short-term accommodation, hotels, serviced apartments, property management, or multi-site residential operations is preferred.

• Relevant qualification in facilities management, property, construction, engineering, logistics, procurement, operations, or business is preferred.

• Comfortable working remotely with onshore and offshore teams and operating across Australian and Philippine business hours.

Tools / Systems

• Microsoft Excel, Outlook, Teams, and Planner

• Zoho or similar tracking and documentation systems

• Maintenance, work-order, asset, inventory, and procurement systems

• Internal trackers, job logs, purchase order templates, dashboards, and reporting tools

• AI, automation, and digital tools used by Smart Suites

Decision-Making Authority

Subject to company policies, approved budgets, and delegated authority, the Facilities Manager may:

• Prioritize and allocate maintenance, cleaning, inspection, logistics, inventory, and procurement resources.

• Approve routine operational work and purchases within authorized limits.

• Select and recommend suppliers, contractors, products, and service providers.

• Suspend unsafe, non-compliant, or substandard work and require corrective action.

• Adjust schedules and operational priorities in response to urgent business needs.

• Recommend asset replacement, capital expenditure, staffing changes, process changes, and supplier changes.

• Escalate material financial, operational, safety, compliance, service, or reputational risks to the Operations Manager and Senior Leadership Team.

Role Clarification

This is a management and coordination role rather than a hands-on trade role. The Facilities Manager is accountable for ensuring the right people and resources are assigned, work is tracked and completed to standard, risks are escalated early, costs are controlled, and all facilities-related functions operate as one coordinated system.