Assistant Facilities Manager

The Assistant Facilities Manager is responsible for overseeing and delivering a broad spectrum of operational support and administrative functions across all Real Estate facilities. He/She is responsible for managing daily operations, purchasing, supplier/vendor management, and FM contracting agencies. 

Job Responsibilities and Accountabilities

• Plan and oversee building work and renovations, advising on energy efficiency and cost-effectiveness.
• Review and comment on plans for new buildings, alterations, or extensions.
• Advise on cost and time-saving measures during facility alterations/modifications without compromising safety regulations.
• Evaluate contracts, recommend changes, and coordinate renewals.
• Act as project overseer for facility alterations/modifications.
• Lead and undertake audit plans for tenant warehouses/facilities to ensure all health and safety (H&S) requirements are met.
• Record and follow up on all audit observations, coordinating with FM and tenants to close actions within a stipulated timeframe.
• Maintain an Accident Report Book, ensuring every accident/incident is investigated and a full report is filed per ABA QHSE standards/policies.
• Manage day-to-day CCTV operations and quickly act on information from the Security Supervisor.
• Evaluate FM quotes and arrange alternative suppliers for cost reduction.
• Manage security, cleaning services, pest control, and ensure the premises are in good shape, focusing on customer satisfaction.
• Strictly implement traffic management at the facility.
• Manage first aid facilities, timely procurement of first aid medicine, and audit processes.
• Evaluate and monitor safe STP (Sewage Treatment Plant) processes at the facility.
• Record and monitor utility readings of tenant facilities and forward details to the finance office for back charging.
• Manage soft and hard service operations of the facility/property.
• Coordinate with the FM team for smooth waste management operations and coordinate with recycling companies for timely collection of recyclable plastics and paper products.
• Record, monitor, train, and ensure compliance with PTW procedures across facilities, recording violations and accidents/loss hours during contractor activities.
• Act as custodian of all facility keys, issuing, recording, and maintaining them.
• Liaise and coordinate with the FM team for successful inspections by QCD, MMUP, MOI, Environment, etc.
• Assist and advise all managers on current health and safety legislation/regulations to ensure all reasonable and proper measures are taken to protect the safety and health of employees and visitors.
• Establish budget proposals for Facilities Management operations and specific training programs.
• Supervise MEP, HVAC, and other facilities maintenance by the team and third parties to maintain standards.
• Manage local purchases of all cleaning materials, equipment, furniture, fixtures, and fittings.
• Coordinate the tendering process for all repair and maintenance.
• Maintain a list of machinery/test equipment for calibration and ensure calibration certificates are up to date.
• Ensure adherence to health and safety policies and procedures.
• Ensure the safety, quality, and efficiency of facilities and their maintenance.
• Oversee CCTV maintenance and new implementations.
• Engage with pest control vendors for services.
• Other
• Provide equipment-related knowledge and technical guidance to ensure proper work execution to users/team.
• Oversee the overall administration and management of staff accommodation in coordination with Admin and H&S Officer.
• Advise management on any changes to local municipality and government regulatory board legislation relating to logistics fac