Assistant Manager, Facilities Management

Responsibilities

1. Conduct regular inspections and recommend maintenance and repair for the upkeep of the building in compliance with government regulations.

2. Supervise and manage soft and/or hard services including attending to work requests, site inspections, meetings, and coordination with stakeholders and contractors.

3. Supervise and coordinate the activities of maintenance teams and outsource vendors. Ensure all work is carried out in accordance with the planned schedule.

4. Prepare and manage procurement from small value purchases to Invitation-to-Quote (ITQ) and Invitation-to-Tenders. Negotiate contracts and service agreements with vendors to ensure cost-effective solutions.

5. Manage and oversee in-house and vendors' Permit to Work (PTW), to ensure all risk activities are conducted in compliance with safety protocols.

6. Support office management and space planning to ensure efficient space utilization, including coordinating space allocation, office moves, and layout modifications in collaboration with relevant departments.

7. Manage and monitor waste management, including recycling and other sustainability initiatives.

8. Oversee monthly utilities meter readings, monitor consumption, and manage costs. Analyze utility usage data to identify trends, discrepancies, and areas for potential savings or improvement.

9. Manage administrative and documentation tasks, including maintaining and updating all facility-related records, such as service contracts, maintenance schedules, and equipment warranties. This includes filing and tracking invoices, purchase orders, and work orders related to facilities management services.

10. Be part of the Company Emergency Response Team (ERT) and serve as a First Aider. Assist in the implementation of emergency procedures and evacuation plans for annual fire drills.

11. Maintain a willingness to be contactable and available on standby 24/7 to address any facility-related emergencies that may arise (when required).

12. Perform any ad hoc duties as assigned by the Reporting Officer from time to time.

Qualifications

1. Minimum Diploma / Degree in Building Services, Civil / Electrical / Mechanical Engineering or Facilities Management, with preferably 4 - 5 years of relevant experience.

2. Possess good technical knowledge and must be familiar with regulatory guidelines.

3. Good analytical, problem-solving, communication, and interpersonal skills.

4. Pro-active, able to work independently and as part of a team.

5. Certification as a Fire Safety Manager, Green Mark Accredited Professional Manager, Water Efficiency Manager, and/or Work at Height Manager will be an advantage.

6. Proficient in data analytics and capable of developing insights using tools such as Tableau and/or Power BI will be an advantage.