As an assistant facility manager, you will be responsible for helping the Facility Manager in overseeing day-to-day operations, ensuring a safe and well-maintained environment, and coordinating various aspects of facility management.
KEY RESPONSIBILITIES
Procurement and Inventory Management
- Handle procurement processes to maintain inventory levels and ensure monthly stock count.
- Market visits for price evaluation & analysing data by keeping track of market dynamics.
- Ensure timely conversion of PR to PO to GRN.
- Liaison with requisitioner department for forecasted demand.
- Ensure vendors follow ups, rate negotiations, and offer comparatives.
- Ensure accurate records of store items, managing stock levels, and replenishing supplies.
- Coordinate with finance to process invoices and track expenses related to procurement.
Facilities Management
- Oversee the maintenance and security of office facilities, ensuring a safe and productive work environment.
- Conduct regular inspections to identify maintenance needs and address them promptly.
- Fleet management
- Travel management
- Supervise housekeeping operations.
- Supervise maintenance of equipment.
- Supervise fit out contractors.
- Liaison with the government authorities and landlords.
- Arrangement of inhouse and external meetings/events
- Implement Safety and security protocols, safety drills.
- Ensure timely repair and maintenance of offices, furniture/fixtures, and machines/equipment.
- Execute contracts & SLAs wherever required.
- Handel office supplies, and equipment inventory.
- Serve as a point of contact for internal and external queries, redirecting them appropriately.
Financial Oversight
- Support budget planning and monitoring for facility and administrative operations.
- Identify cost-effective solutions and contribute to cost-saving initiatives.
- Maintain accurate financial records and generate reports as required.
- Health And Safety Compliance
- Ensure compliance with health, safety, and environmental regulations.
- Participate in risk assessments, maintain records, and assist in emergency preparedness.
- Coordinate and participate in training sessions on safety protocols and emergency procedures.
QUALIFICATIONS, EXPERIENCE, KNOWLEDGE, SKILLS
Qualifications
- Graduate preferably in Management & Engineering
- Relevant Experience
Experience
- 3-4 years of work experience in facility management or similar role
Knowledge
- Proficient in ERP and Excel
- Knowledge of industry standards, regulations, and best practices in FM.
Skills
- Excellent negotiating skills to negotiate the terms of lease agreement with landlord, cost negotiation/rationalisation with potential suppliers.
- High communication and influencing skills.
- Good Analytical and problem-solving skills
- Swift and economical Decision-making skills
- The ability to lead and manage teams and projects
