Assistant Facilities Manager

Role & responsibilities

Facility Operations:

1. Support Daily Operations: Assist the Facility Manager in overseeing the daily operations of the property, ensuring all facilities are functional and well-maintained.
2. Vendor Coordination: Coordinate with service providers and vendors for maintenance, repairs, and other property services like cleaning, landscaping, and security.
3. Maintenance Oversight: Schedule routine inspections and preventative maintenance for HVAC, plumbing, electrical, and other systems.

Tenant Relations:

1. Issue Resolution: Act as a point of contact for tenant concerns or complaints, ensuring prompt resolution in line with service standards.
2. Communication: Disseminate building notices, updates, or operational changes to tenants as required.

Administrative Support:

1. Documentation: Maintain records of maintenance schedules, vendor contracts, and service requests.
2. Budget Tracking: Assist in monitoring expenses and budget adherence for building operations and facility-related projects.
3. Compliance: Ensure that the property complies with local regulations, safety standards, and other legal requirements.

Health, Safety, and Environment (HSE):

1. Safety Protocols: Support the implementation and enforcement of safety and emergency response plans.
2. Inspections: Assist with safety audits, risk assessments, and addressing compliance gaps.

Project Support:

1. Renovation and Upgrades: Provide support for special projects, including renovations or upgrades to the property, by liaising with contractors and tracking progress.
2. Energy Efficiency: Work on sustainability initiatives and energy-saving measures for the facility.

Reporting:

1. Performance Monitoring: Compile and present reports on facility performance, maintenance metrics, and tenant feedback.
2. Incident Reporting: Record and report any significant incidents, such as accidents or major repair issues, to the Facility Manager.

Skills and Qualifications:

• Technical Skills: Knowledge of building systems (HVAC, electrical, plumbing & STP) and facility management software.
• Communication: Strong written and verbal communication skills for interacting with tenants, vendors, and team members.
• Problem-Solving: Ability to address unexpected issues with effective solutions.
• Organizational Skills: Ability to handle multiple tasks, schedules, and deadlines efficiently.