Assistant Facilities Manager

Work Dynamics - Integrated Facilities Management

The Assistant Facilities Manager (AFM) reports directly to the Site Lead and is responsible for overseeing the daily facilities operations while supporting strategic facilities management initiatives. This role ensures the delivery of a world-class working environment that enhances workplace experience for all employees. The AFM supervises facilities technician, manages vendor relationships, coordinates maintenance activities, and ensures compliance with health and safety standards.

KEY RESPONSIBILITIES

Strategic Support & Leadership

• Support the Site Lead in the oversight of onsite operations, working closely with the Hospitality Lead to ensure smooth coordination and service delivery
• Ensure efficient and effective maintenance and timely completion of works
• Develop and maintain facilities management policies, procedures, and standards
• Provide regular reports to Site Lead on facilities performance metrics and operational status
• Manage departmental resources and contribute to budget planning and control

Workplace Operations

• Manage day-to-day facilities operations to maintain a world-class working environment that creates a wonderful workplace experience for employees
• Carry out all minor mechanical & electrical repairs and troubleshooting relating to workplace systems (excluding AV) and utilities, ensuring work is planned and executed to minimize risk or inconvenience
• Responsible for the management and planning of preventative maintenance works and services
• Oversee weekend preventative maintenance (PPM) works as required
• Manage relationships with housekeeping, indoor landscaping, and pest control partners to ensure highest quality of service
• Conduct and supervise regular facilities inspections and audits
• Serve as the primary point of contact with building management for daily operations affecting employee, guest, and candidate experience
• Ensure office facilities, air-conditioning, lighting, furniture, and office equipment are well-maintained
• Maintain all site documentation and playbooks with current information
• Manage and assign work request tickets and ensure timely completion
• Assist in special events within the office including furniture moving and multipurpose room setup for training/events
• Lead response to critical out-of-hours issues and emergency situations
• Ensure certification of safety supplies, including proper stocking of First Aid boxes

Integrated Workplace Management Systems

• Utilize CMMS to track and manage maintenance requests
• Oversee implementation and management of occupancy and utilization sensors
• Coordinate technical workplace works for all Move, Add and Change (MAC) requests and Additions & Alterations works
• Maintain site space planning tools and ensure floor plans are regularly updated

Project & Sustainability Management

• Manage projects, including upgrades, and oversee variation works
• Prepare and submit justifications for variation works
• Support client in achieving corporate goals such as sustainability initiatives to help reduce client's carbon footprint
• Implement quality maintenance programs and comply with government/statutory regulations

Vendor & Contract Management

• Serve as the primary vendor point of contact for daily operations
• Manage vendors contracted under service providers to ensure compliance with service level agreements
• Calculate and compare costs for goods and services against industry averages
• Be responsible for raising PO and receiving invoices for services less than established thresholds - verifying, scanning, filing, tracking, and submission to finance team for payments

Risk Management & Compliance

• Implement quality maintenance programs and comply with government/statutory regulations
• Conduct regular audits of building, M&E facilities and works
• Develop and maintain emergency response procedures
• Monitor and maintain environmental controls and sustainability initiatives