Lead Facilities Training Officer

About the role 

This job plays a critical role in ensuring that facilities staff have the knowledge and skills necessary to perform their jobs effectively and safely, ultimately contributing to the overall success of the organization. Should effectively maintain training records for in-house staff and external service providers, ensure that refresher training is organized as per schedule, and promote a culture of continuous learning and improvement within the Corporate Services division.

Accountabilities

Operational

• Work closely with SMEs to conduct a thorough needs assessment to identify the knowledge gaps, training needs, design and develop comprehensive training programs tailored to the specific needs of facilities staff, including maintenance technicians, custodial staff, and other personnel involved in facility operations. Define the sequence of topics and allocate time for each session based on the complexity and importance of the content.
• Collaborate with SMEs to create training materials such as manuals, handouts, presentations, videos, interactive exercises and online modules which are current, relevant, informative, engaging, aligned with the learning objectives of the course to effectively deliver training content to employees ensuring consistency and standardization across all training materials and sessions.
• Develop a training schedule outlining the frequency and timing of required refresher training for different topics or certifications, taking into account factors such as employee availability, operational priorities, and training provider availability. Ensure that refresher training aligns with regulatory requirements, industry standards, and organizational needs. Communicate training schedules clearly to all relevant stakeholders and provide adequate notice to minimize disruptions.
• Implement a centralized system for recording and tracking training activities, such as a learning management system (LMS) or a dedicated training database. Ensure that the system is user-friendly, secure, and accessible to authorized personnel.
• Use the learning management system to automate reminders and notifications for upcoming training deadlines, expiring certifications, and scheduled refresher training sessions. This helps ensure that employees and service providers are aware of their training obligations and can plan accordingly.
• Conduct training sessions for facilities staff either in-person or through virtual platforms. This may involve leading workshops, seminars, or hands-on training sessions. Adapt the training approach to accommodate different learning styles and preferences. Utilize instructional design principles to ensure that training programs are engaging, informative, and meet learning objectives.
• Develop assessment tools to measure the effectiveness of training programs and evaluate employee performance. Collect feedback from trainees to continuously improve training content and delivery methods.
• Ensure that training programs comply with relevant regulations and standards, especially those related to workplace safety, environmental regulations, and industry best practices.
• Stay updated on industry trends, best practices, and technological advancements related to facilities management and incorporate them into training programs as necessary.
• Work closely with other departments such as Human Resources, Operations, and Safety to identify training needs and coordinate efforts to address them.
• Maintain accurate records of training activities, including the date, location, duration, trainer(s), attendees, topics covered, training materials used, assessments, performance evaluations and certifications. Generate reports to track training metrics and communicate progress to management. Ensure that records are organized, securely stored, and readily accessible for audits or regulatory inspections.
• Provide leadership and guidance to training staff, if applicable, to ensure that training initiatives are effectively implemented and aligned with organizational goals.
• Manage the budget allocated for training activities, including expenses related to materials, equipment, and external training resources.
• Handle any conflicts or challenges that arise during training sessions, ensuring a positive and productive learning environment for all participants.
• Identify individuals within the organization or industry who possess expertise in the specific areas to be covered in the training program. SMEs may include experienced facilities Lead Facilities Training Officers, maintenance technicians, safety specialists, environmental engineers, or other relevant professionals.
• Keep detailed records of the collaboration process, including meeting minutes, decisions made, and revisions implemented. This documentation will serve as a reference for future iterations of the training program.
• Perform other department duties related to his/her position as directed by the Head of the Department.

Additional Accountabilities

• Observe Initiative and Leadership: Observe employees behavior and actions in the workplace to identify those who demonstrate initiative, creativity, and leadership potential. Look for individuals who take ownership of projects, mentor colleagues, and proactively seek opportunities for growth and development.
• When training programs need to be outsourced, a Lead Facilities Training Officer should follow a structured approach to ensure that the external training meets the organizations needs effectively by setting objectives and criteria, researching the potential training providers, requesting and evaluating proposals, conducting interviews and demos, evaluating their performance and providing feedback and adjustments.

About you 

 Qualifications

Essential

• Bachelor’s Degree or Equivalent with Minimum 4 years of job-related experience
• A bachelors degree in a relevant field such as facilities management, industrial engineering, education, instructional design, or a related field is often required. 
• Candidates typically need several years of experience in facilities management or a related field, with a focus on training and development. Experience in instructional design, curriculum development, and delivering training programs is highly valuable. Previous leadership or management experience may also be required or preferred. 

Preferred

• Masters degree or specialized certifications in training and development

Job Specific Skills:

Essential

• A solid understanding of facilities management principles, including maintenance procedures, safety regulations, environmental compliance, and operational best practices, is essential. Familiarity with learning management systems (LMS), training software, and other educational technologies is beneficial.
• Excellent verbal and written communication skills are crucial for effectively delivering training content, facilitating discussions, and interacting with employees at all levels of the organization.
• Strong leadership and interpersonal skills are necessary to lead training initiatives, motivate employees, and foster a positive learning environment. The ability to inspire and engage others is essential for success in this role.
• The ability to assess training needs, evaluate training effectiveness, and make data-driven decisions is important. Candidates should be able to analyze training metrics, identify areas for improvement, and adjust training programs accordingly.
• Facilities Training Lead Facilities Training Officers must be highly organized and capable of managing multiple training projects simultaneously. They should be adept at prioritizing tasks, meeting deadlines, and effectively allocating resources.
• The ability to identify issues, troubleshoot problems, and develop innovative solutions is valuable in addressing training challenges and overcoming obstacles that may arise during training sessions.
• Precision and attention to detail are essential for developing accurate training materials, maintaining thorough records, and ensuring compliance with regulations and standards.
• Facilities Training Lead Facilities Training Officers often work closely with cross-functional teams, so the ability to collaborate effectively and build strong working relationships with colleagues is important.
• Command of English language
• Managerial skills - Ability to delegate work, set clear direction and manage workflow. Strong mentoring and coaching skills. Ability to train and develop subordinates skills. Ability to foster teamwork among team members.