Assistant Facilities Manager

Roles and responsibilities

• Manage and control the entire service and operational activities/deliveries of an assigned building or geographical operational area under direct responsibility including Mechanical, Electrical, Plumbing, Fire and Civil Engineering, cleaning, security and specialist services in the most effective manner.
• Motivate and lead subordinates to execute and perform job responsibilities for maximum productivity while maintaining a high degree of morals.
• Create and Develop yearly Preventive Maintenance schedules as required to upkeep the equipment/facilities of assigned operational areas in optimum operational condition at all the times with minimized downtime.
• Act as the direct customer-facing representative of the assigned building or geographical operational area in dealing with the customer for day-to-day operational requirement.
• Attending to client daily, weekly, monthly meetings as required, find meaningful remedial/corrective actions when responding to client complaints this includes visiting and discussing with the client/end user of his/her dissatisfaction/comments. Escalate maters beyond the operational responsibility to top management.
• The production of the periodic progress reports as required and agreed with the board members.
• Design and develop operational procedures taking into account health and safety, quality and environment concerns.
• Co-ordinate with the supervisory staff to execute the Preventive Maintenance, cleaning schedules, security management plan and crisis management plan.
• Periodic site visits to ensure the work is executed as per the time and within allocated budget meeting best industry practices.
• Ensuring that all sub-contracted staff used on operational delivery are approved and competent for the specific tasks.
• Maintenance of a safe working environment for all staff and subcontractors engaged by the company and fully aware of EHS procedures.
• The review of estimates/proposals as required for service contracts/refurbishment projects or variations.
• Fully responsible for ensuring proper surveying, preparing of snag reports, taking over and managing DLP and warranties of all new facilities falling within the assigned building or geographical operational area.
• Fully responsible for implementing audits of contract performance of assigned building or geographical operational area from a technical perspective; add value to the contract through conducting maintenance reviews, trend analysis and identifying prevention solutions including energy management. Contributing to continuous improvement and drive for value for money.
• Fully responsible for ensuring the availability of staff at all the times for schedule works and emergency requirements meeting the required service delivery levels.
• Ensure availability of all required minimum stock levels of parts and materials at all the times delivering the services with minimized downtime.
• Ensure annual staff leave schedule in place for coming periods.
• Fully responsible for ensuring timely delivery of ageing reports, collections to the board.
• Fully responsible for presenting the monthly and yearly P&L to the board.
• Organize the Monthly/quarterly meetings and AGMs.
• Prepares analytical reports on collections and expenditures to be included in the AGM presentation in coordination with Finance Department.
• Fully responsible for the coordination and review of fit out works in his/her assigned buildings.
• Implements measures as approved by management and the board to improve collection of service charges in coordination with the collection team.

Desired candidate profile

1. Facilities Management

• Strong understanding of building systems and operations such as HVAC, electrical systems, plumbing, and elevators.
• Knowledge of maintenance schedules, repairs, and preventive maintenance practices to keep facilities running smoothly.
• Ability to manage space planning and office layouts, ensuring optimal use of available space.

2. Project Management

• Ability to oversee facility-related projects, including renovations, relocations, or upgrades to facilities.
• Strong organizational skills to manage timelines, budgets, and resources for various facilities-related projects.
• Experience in coordinating between different departments, contractors, and vendors during project execution.

3. Vendor and Contractor Management

• Strong negotiation and communication skills for managing relationships with external service providers, contractors, and vendors.
• Ensuring that contracts are adhered to, services are delivered on time, and any issues are resolved promptly.
• Reviewing and managing service level agreements (SLAs) with vendors and contractors.

4. Health and Safety Compliance

• Knowledge of health, safety, and environmental regulations that impact facilities management.
• Ability to implement safety protocols and ensure compliance with local, state, and federal laws regarding building codes, fire safety, and environmental standards.
• Conducting regular safety audits and inspections to identify potential hazards and mitigate risks.

5. Budgeting and Cost Management

• Strong financial acumen to manage and track the budget for facilities operations, including repairs, maintenance, utilities, and projects.
• Identifying cost-saving opportunities without compromising on quality or safety.
• Experience in forecasting and managing costs associated with facility operations.

6. Problem-Solving and Troubleshooting

• Ability to identify and address issues related to building maintenance or operations quickly and efficiently.
• Troubleshooting equipment failures, facility issues, and employee concerns related to the physical work environment.
• Thinking on your feet to ensure the building runs smoothly, especially during emergencies or unexpected situations.

7. Communication and Teamwork

• Ability to communicate effectively with internal teams, senior management, external vendors, and contractors.
• Collaborating with cross-functional teams (e.g., HR, IT, Operations) to ensure that facility operations align with the overall needs of the organization.
• Providing clear reports on facilities performance, maintenance schedules, and any issues that arise.

8. Technical Proficiency

• Familiarity with computer-aided facilities management (CAFM) software like Archibus, FM:Systems, or Planon.
• Experience with building management systems (BMS) to monitor and control building systems such as HVAC, lighting, and security.
• Knowledge of energy management systems to improve sustainability and reduce energy consumption.