Assistant Manager – Facilities

EPS Malaysia; Selangor; On-site; MYR 60,000 - 85,000; Full time

Job summary

A facilities management company is seeking a Facilities Manager to lead a team and ensure efficient operation of facilities in Malaysia. The role involves managing vendor relationships, overseeing maintenance and repairs, and ensuring compliance with local regulations. Candidates should possess strong leadership and communication skills, with a focus on safety standards and quality audits. This position offers an opportunity to influence the organization’s operational efficiency and staff training in a dynamic environment.

Responsibilities

• Lead and mentor a team of facilities staff to achieve departmental goals.
• Manage vendor relationships and negotiate contracts for various services.
• Coordinate and supervise maintenance, repairs, and renovations of the facilities.
• Ensure compliance with local, state, and federal regulations.
• Develop and implement facilities management policies according to business model.
• Conduct regular inspections and audits to ensure health and safety standards.

Skills

Excellent communication and interpersonal skills

Attention to Detail

Leadership

Analytical Thinking

Adaptability

Strong knowledge of Malaysian local standard quality audits and certifications

Job description

• Lead and mentor a team of facilities staff (including subcons and associate facilities executive), providing guidance and support to achieve departmental goals.
• Collaborate with other departments to support business operations and improve overall efficiency.
• Manage vendor relationships and negotiate contracts for services such as building management, vending machine, cleaning, security, and maintenance.
• Manage and maintain subcons’ contract and renewal

Infrastructure

• Manage and oversee daily operations of the facilities to ensure a safe, clean, efficient and PWD friendly environment
• Coordinate and supervise maintenance, repairs, and renovations of the facilities. Ensure nothing breaks down and cause business disruption
• Oversee the maintenance and repair of electrical systems, including lighting, power distribution, and backup generators.
• Ensure compliance with all local, state, and federal regulations.
• Space Planning: Plan and manage the allocation of space within the facility to optimize the use of resources.
• Respond to emergencies and provide solutions to minimize disruption to business operations.

Process

• Develop and implement facilities management policies and procedures in line with BPM business operating model.
• Prepare and manage the facilities budget, ensuring cost-effective solutions.
• Plan and report KPIs relevance to Facilities to the Management
• Ability to manage multiple projects and priorities simultaneously.
• Maintain assets log, ensuring all company assets are tagged and store at designated location
• Provide new hires training on Introduction of Office Facilities
• Facilitate ad hoc request i.e. visitor registration, new hires access, meeting room booking for meeting, training and festive celebration

Audits

• Ensure compliance with Malaysian local standard quality audits and certifications.
• Conduct regular inspections and audits to ensure facilities meet health, safety, and environmental standards.

e.g. CCTV recordings

• Prepare and maintain access log report
• Safety Management
• Risk Assessments: Conduct regular risk assessments to identify potential hazards and implement measures to mitigate risks.
• Safety Inspections: Perform regular safety inspections of the facility, ensuring compliance with health and safety regulations.
• Training Programs: Develop and deliver safety training programs for facilities staff and other employees.
• Emergency Response: Coordinate emergency response drills and ensure that all staff are familiar with emergency procedures.
• Incident Investigation: Investigate safety incidents and near misses, identifying root causes and implementing corrective actions.

Required Skill / Experience

• Excellent communication and interpersonal skills.
• Attention to Detail: Ability to maintain accurate records and ensure compliance with standards.
• Leadership: Strong leadership skills to manage facilities staff and coordinate with other departments.
• Analytical Thinking: Ability to analyze data and identify areas for improvement.
• Adaptability: Ability to adapt to changing regulations and standards, ensuring ongoing compliance.
• Strong knowledge of Malaysian local standard quality audits and certifications.