What This Job Involves
As an Assistant Facilities Manager, you will support the Facilities Manager in delivering exceptional hard and soft services across an industrial portfolio. In this role, you will help maintain operational excellence, ensure safety and regulatory compliance, and foster positive relationships with clients and vendors. You will play a key role in the daily administrative, financial, and technical operations of the properties, ensuring they run smoothly and efficiently.
What Your Day-to-day Will Look Like
Hard Services & Maintenance Support
- Assist with the coordination of maintenance and repairs for mechanical, electrical, plumbing, and structural systems.
- Conduct routine facility inspections and document findings for review.
- Support the implementation of preventive maintenance programs and track completion rates.
- Monitor building automation and energy management systems, reporting any anomalies.
- Assist in coordinating with contractors and suppliers to ensure timely service delivery.
- Support Health and Safety compliance initiatives and participate in safety inspections.
Tenant & Stakeholder Relations
- Serve as the first point of contact for routine tenant requests and inquiries.
- Respond promptly to tenant issues and coordinate appropriate resolutions.
- Build positive working relationships with clients and vendors.
- Assist in tenant satisfaction surveys and follow-up actions.
- Support communication between clients and internal teams.
- Participate in tenant meetings as required.
Administrative & Financial Support
- Process and verify invoices for accuracy before submitting them for approval.
- Track expenses against approved budgets and report variances.
- Maintain accurate records of maintenance activities, contracts, and service agreements.
- Assist in preparing budget recommendations and cost analysis reports.
- Support cost-saving initiatives through vendor negotiation and process improvements.
- Generate regular reports on operational performance and service delivery.
Emergency Response Support
- Assist in implementing emergency response plans and procedures.
- Participate in emergency drills and training exercises.
- Serve as a backup emergency contact for after-hours facility issues.
- Support coordination with emergency services when incidents occur.
- Help maintain emergency equipment and supplies inventory.
- Document emergency incidents and contribute to post-incident reviews.
Sustainability & Technology Management
- Support energy efficiency initiatives and track utility consumption.
- Identify opportunities for operational improvements and cost reduction.
- Assist in implementing sustainability programs across the portfolio.
- Utilize a Computerized Maintenance Management System (CMMS) to create, track, and close work orders.
- Maintain accurate facility documentation, digital records, and performance metrics data.
- Assist with technology implementations and system upgrades.
- Participate in professional development opportunities to enhance technical knowledge.
Required Qualifications
- Degree holder with 3–4 years of relevant experience in facilities or property management; OR
- Diploma holder with 5–7 years of relevant experience in facilities or property management.
- Strong technical knowledge and hands-on experience in managing Fire Protection Services, ACMV (Air Conditioning and Mechanical Ventilation) systems, and Cranes / lifting equipment within an industrial setting.
Preferred Qualifications
- Relevant professional certifications (e.g., Fire Safety Manager (FSM), Workplace Safety & Health (WSH) certification, or Lifting Supervisor certificate)
- Certified training in ACMV maintenance or energy management
- Familiarity with Building Automation Systems (BAS) or energy management tools
- Knowledge of occupational health, safety, and environmental regulations
- Experience assisting with operational budget preparation and variance reporting
