Assistant Facilities Manager / Site Lead

JLL; Singapore; On-site; SGD 80,000 - 120,000; Full time

Job summary

A leading facilities management company in Singapore is looking for a dynamic leader to manage their team and operational performance. The successful candidate will engage effectively with stakeholders, oversee facilities services, and drive continuous improvement initiatives. Experience in facilities management and strong leadership skills are essential for this role. This position offers a comprehensive benefits package and a collaborative work environment.

Qualifications

• Strong leadership skills in managing diverse teams.
• Proven experience in facilities management and operational excellence.
• Ability to engage effectively with stakeholders.

Responsibilities

• Serve as main point of contact for facility matters.
• Drive continuous improvement initiatives.
• Monitor budget and track expenses.

Job description

Key Accountabilities

• Serve as the main point of contact for all facility-related matters with stakeholders
• Develop and maintain strong relationships with key client stakeholders
• Proactively engage with stakeholders to understand and meet expectations
• Drive continuous improvements and innovation to support account vision and objectives
• Manage the FM team and supply chain partners in alignment with contractual requirements
• Provide leadership and effective management for the onsite team
• Escalate urgent issues to the Client as appropriate
• Prepare and deliver monthly and/or bi-monthly reports on operations

Primary Responsibilities

Strategic Leadership & Team Excellence

• Team Leadership: Lead and inspire a diverse, cross-functional team, fostering a culture of continuous learning, experimentation, and innovation
• Change Management: Champion continuous improvement initiatives and navigate complex business changes with agility
• Regional Support: Assist with regional account development across APAC markets while maintaining global standards of excellence
• People Management: Demonstrate JLL core behaviors and values, manage and coach team members, and maintain high staff morale

Operational Management

• Reception & Administrative Services: Oversee welcoming environment for visitors, general office administration, liaison services, and new hire coordination
• Facilities Services: Conduct regular/daily office inspections, manage office supplies and equipment, coordinate vendor services, and handle moves/adds/changes
• Preventative Maintenance: Implement and manage maintenance programs ensuring compliance and site/risk management
• Emergency Response: Provide 24/7 emergency call support and site attendance as required
• Operations review: Provide regular operations review deck (monthly or bi-monthly as required)

Compliance and Risk Management

• EHS Compliance: Understand and comply with all EHS arrangements, conduct regular inspections, and ensure incident reporting procedures
• Safety Programs: Support with Fire Warden/First Aid programs and work closely with Corporate Security
• Contract Compliance: Monitor contract compliance and implement risk mitigation strategies
• Record Keeping: Maintain proper records and prepare for audit processes

Financial Management

• Budget Management: Develop and manage annual operating and capital budgets for hard and soft services
• Cost Control: Track expenses, identify cost-saving opportunities, and process vendor invoices per account procedures
• Forecast: Working closely with Regional finance for forecast budgets
• Vendor Management: Coordinate multiple vendors, conduct quality control checks, and negotiate contracts

Workplace Experience

• Service Delivery: Implement workplace experience best practices and oversee help desk operations
• Asset Management: Maintain comprehensive asset registers and optimize asset lifecycle performance
• Project Management: Manage minor renovation projects and facility improvements
• Customer Service: Ensure exceptional service delivery and stakeholder satisfaction

Key Stakeholders

• Client staff and leadership
• Specialized vendor staff
• Regional Facilities Team
• JLL team members and corporate functions