Assistant Facilities Manager

Job Title: Facilities Manager

Responsibilities:

• Daily reporting to Associate Director to deliver the daily management and operation outcomes.
• Manage all building facilities operation & maintenance activities. Design & manage various auxiliary building & fit-out projects to enable business growth.
• Plan strategy to ensure efficient management of assets; manage, maintain, and support the reliability of systems, equipment, properties, and assets in the facility.
• Manage contracts, contractors, and procurement functions, providing support for the facility's budget.
• Communicate, negotiate, and hire sub-contractors within project budget to maintain facilities systems or for any additional works, ensuring they provide services within contractual KPIs.
• Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures, and purchases.
• Coordinate with suppliers, contractors, engineers, and others concerning equipment operations or maintenance.
• Maintain and operate the facilities; manage resources including budget, staff, contractors, consultants, and finances.
• Ensure the effective delivery of site services in line with Service Level Agreements / Key Performance Indicators (KPI).
• Support and communicate with clients and customer base in your area of responsibility and the FM or Workplace manager.
• Conduct supervisory activities on site and carry out necessary correspondence to ensure contract soundness and adherence to relevant special and general conditions of contracts.
• Coordinate the work of subcontractors on site in line with PPM schedule, including checking site-specific risk assessments and method statements.
• Plan, schedule, and review the day-to-day operational and maintenance activities related to the provision, upgrading, and modification of all MEP Systems of the buildings, monitoring operation of various MEP systems to ensure optimum performance of systems and equipment.
• Organize, plan, coordinate, and monitor building MEP maintenance & installation works for buildings; coordinate for the inspection of electrical installations & other related equipment & peripherals as per work schedules.
• Prepare & submit routine and special reports such as maintenance schedules, operational & incident reports, accident reports, technical reports, volume of activity, etc.
• Prepare risk schedules to identify and quantify risks and mitigation measures.
• Continuously track the project progress and compare it with the project schedule to ensure that the project is progressing as per plan.
• Appraise and manage any site difficulties such as logistic/nonperformance of contractors, plan deviations, delays, etc. for necessary action.
• Supervise and motivate staff to ensure an acceptable level of performance.
• Manage estate and contract performance, maintenance budgets, people and vendors management, health & safety management, and security management.
• General housekeeping, cleaning, security, reception, and pest control.
• Manage and lead the team during and before taking over new projects and during mobilization.
• Conduct daily and monthly inspections around the building areas and services.
• Follow and track all work orders, materials, and actual time for completing works, issues, and actions taken by using SAP Program.
• Coordinate with other teams ensuring satisfactory completion of all work requests.
• Handle the defect liability period for new projects, preparing the assets, snag reports, PPM planners, materials and tools list, handling over follow-up, meetings, documentation, etc.
• Monitor and maintain store inventory, materials requisition, and materials delivery.
• Experience in community management on an island, where stakeholders include hotels, commercial and residential towers, and hospitals.
• Work closely with local vendors and suppliers to ensure timely delivery of goods and services.
• Deal with government departments.
• Strong communication skills to liaise with various stakeholders, including residents, local authorities, and service providers.
• Skills in long-term planning to ensure the continuous improvement and sustainability of the facilities.
• Ability to manage multiple tasks simultaneously, ensuring that resources are used efficiently and effectively, including prioritizing tasks and delegating responsibilities to team members.
• Experienced in managing CapEx projects.
• Strong engineering background with knowledge in plants, trees, and landscaping.
• Can work effectively under pressure.

Qualifications:

• Bachelor's degree in Engineering, Assets Management, Project Management, or a relevant field.
• MBA or master's in management is preferable.
• FM-related professional certifications are preferable.
• Excellent knowledge & understanding of Health, Safety, and Environmental regulations and responsibilities.

Experience and Skills:

• 7-9 years of experience in the relevant FM Industry, with a background in installation, maintenance, and repair in large commercial premises.
• Computer Aided Facilities Management (CAFM) experience.
• Knowledge of Workplace Health and Safety (WH&S) practices and policies.
• Experience of safe working practices, risk assessments, method statements, permit-to-work systems, and water treatment management.

Other Skills:

• Able to prioritize work and meet deadlines within cost constraints.
• Rapid and accurate analysis of issues; proactively seek to resolve problems with good analytical skills and initiative.
• Must be able to complete physical aspects of the job; i.e., work in confined spaces, climb ladders and steps, lift a minimum of 10 kg.