Assistant Facilities Manager

Budget Management and Financial Controls

Assist in understanding and managing office services budgets. Monitor expenditures and identify cost optimization opportunities. Track vendor invoicing and coordinate with finance teams for timely processing. Manage accruals for month-end and year-end closing activities.

Statutory Compliance and Safety

Ensure adherence to all statutory requirements including Factory Act, Building Bye-Laws, fire safety regulations, and environmental compliance. Maintain licenses, permits, and compliance registers with proper renewal tracking. Coordinate fire drills semi-annually and ensure emergency preparedness. Implement and monitor safety protocols across all operations.

Vendor Management

Supervise third-party vendor (TPV) staff performance across security, housekeeping, cafeteria, and other services. Conduct shift briefings and ensure vendor staff deployment meets requirements. Monitor vendor performance matrices and provide monthly feedback to the Facility Manager. Ensure vendor staff grooming standards and adherence to client policies. Manage escalations with vendors and ensure timely issue resolution.

Key Responsibilities

Helpdesk and Mailroom Operations

Provide management advice on helpdesk and mailroom escalations during shifts. Ensure immediate response to priority calls from employees and tracking systems. Manage crisis situations and follow established escalation processes. Clear government agency mail and C-mail to proper recipients promptly.

Front Office Operations

Oversee front office operations and address escalated issues during shifts. Conduct regular rounds of lobby areas, front desk, and restrooms to ensure high housekeeping standards. Respond immediately to priority calls and maintain professional service standards. Coordinate VIP and client visits with front office teams.

Housekeeping Operations

Conduct shift briefings and monitor housekeeping deployment and performance. Coordinate with housekeeping managers on client/VIP visits. Perform facility walkthroughs covering restrooms, breakout areas, workstations, meeting rooms, and common areas. Identify snags, ensure timely closure, and report to management. Close housekeeping service requests within turnaround time (TAT) without escalations. Discuss vendor performance and provide input for monthly evaluations.

General Operations and Administration

Maintain breakout areas and reprographic equipment in excellent condition. Document all communications. Conduct facility walkarounds following established maps and guides. Adhere to client policies, processes, procedures, and statutory requirements. Meet agreed SLAs and KPIs with clients. Assist with ISO audits, internal audits, and external audits with proper documentation. Update operational level agreements (OLA) daily and monthly in tracking tools. Coordinate VIP visits with events teams without escalations. Maintain knowledge and functionality of facility management tools. Govern pest control, carpet maintenance, wellness rooms, ambulance services, indoor plants, recreation rooms, and gym operations. Conduct scheduled meetings and focus sessions with project teams. Participate in and manage semi-annual fire drills. Prepare and share daily, weekly, and monthly reports on time. Maintain all relevant checklists as per requirements. Adapt to and implement new initiatives effectively.

Additional Responsibilities

Prepare and review duty manager, helpdesk, and mailroom rosters. Prepare and share weekly and monthly reports including MMR and facility templates. Participate in interviews for security managers, housekeeping managers, and helpdesk candidates. Assist in maintaining compliance scores across all operational parameters. Prepare and share JLL team attendance records. Support Facility Manager and Senior Facility Manager with escalations and special reports. Conduct random audits of mailroom, helpdesk, time office, visitor management systems, cafeteria counters, wellness rooms, and cloak rooms. Manage workplace stores and inventory. Conduct training sessions for team members and TPV staff on ethics, code of conduct, business continuity planning (BCP), and client-specific policies. Train and support new team members. Ensure effective implementation of new initiatives and process improvements. Manage site operations in absence of Workplace Manager. Coordinate with transport and events teams on critical matters. Assist Workplace Manager during crisis situations and BCP activation. Maintain comprehensive knowledge of site-specific policies and procedures.

Required Qualifications

Education: Bachelor's degree in any discipline. Tertiary qualifications in hotel management, building management, or business administration preferred.

Experience: 3-6 years of experience in facilities management within IT, corporate, hotel, or FM services industries. Minimum 3 years of industry-specific experience required.

Technical Skills: Proficiency in MS Office Suite and email communication. Working knowledge of facility management systems and tracking tools. Understanding of budget management and financial controls. Familiarity with statutory compliance requirements and documentation.

Generic Skills: Excellent communication and interpersonal abilities. Strong vendor management and negotiation skills. Customer service orientation with problem-solving mindset. Ability to multitask and manage competing priorities effectively.

Behavioral Competencies: Strong teamwork and collaboration abilities. Continuous learning attitude and adaptability to change. Positive thinking and proactive approach to challenges. Ability to work under pressure during shifts and emergencies.