Assistant Facilities Manager

Job Purpose To support the Facilities Manager in the effective day-to-day management and delivery of Tenant Services within a premiumcommercial building, ensuring that all facilities management services are delivered safely, efficiently, consistently and inaccordance with agreed service levels, landlord requirements, company standards and tenant expectations. The AssistantFacilities Manager will act as a key operational link between the Facilities Management team, tenants, subcontractors,landlord/base-build teams and internal stakeholders, with responsibility for monitoring service delivery, manpowerdeployment, CAFM activities, compliance, tenant requirements and operational performance.Operations & Service Delivery • Support the Facilities Manager in managing the daily operations of Tenant Services across the assigned commercialbuilding.• Ensure all daily routines, scheduled works, PPM activities and reactive maintenance tasks are effectivelyimplemented and completed in the field.• Monitor the timely completion of PPM and reactive works in accordance with agreed SLAs and KPIs.• Ensure adequate manpower allocation and effective utilization on operational requirements.• Conduct regular site inspections and audits to identify service gaps, defects and improvement opportunities.• Ensure all tenant requests and operational issues are followed through to satisfactory closure.• Take operational leadership responsibility in the absence of the Facilities Manager.Tenant Relationship & Customer Service • Act as a key point of contact for tenants for day-to-day facilities management requirements.• Maintain regular communication with tenants and ensure services are delivered professionally and withoutunnecessary delays.• Coordinate with tenants to plan and execute PPM, reactive maintenance, inspections, surveys and other scheduledworks.• Ensure tenant concerns and complaints are properly recorded, investigated, addressed and closed within agreedtimelines.• Maintain strong professional relationships with tenants and ensure a high level of customer satisfaction.• Coordinate and support tenant meetings, inspections and joint walkthroughs as required.• Ensure monthly service reports and other agreed reports are prepared and issued to tenants within the requiredtimelines.Subcontractor & Service Provider Management • Monitor subcontractor performance against agreed SLAs, KPIs and contractual requirements.• Coordinate daily activities of specialist contractors and service providers.• Verify that subcontractor works are completed to the required quality and within agreed timelines.• Support the preparation, monitoring and review of subcontractor KPIs and performance reports.• Identify service deficiencies and ensure corrective actions are implemented.• Review contractor service reports and ensure appropriate documentation is maintained.• Escalate repeated performance issues to the Facilities Manager for further action.Conditional Surveys & Asset/Condition Monitoring • Coordinate and maintain the implementation of conditional surveys across tenant premises.• Ensure identified defects and observations are recorded, tracked and followed up until closure.• Maintain appropriate records of asset condition and tenant-area maintenance requirements.• Highlight recurring defects and potential lifecycle or replacement requirements to the Facilities Manager.Variation Works & Commercial Activities • Monitor and coordinate approved variation works within tenant premises.• Ensure variation works are properly planned, scheduled and executed.• Track progress, manpower, materials and completion status of variation works.• Coordinate with tenants and subcontractors to ensure works are completed within agreed timelines.• Ensure appropriate documentation, completion records and supporting information are maintained.• Support the Facilities Manager in identifying additional service and variation opportunities.HSE, Compliance & Risk Management • Ensure all activities are carried out in accordance with company HSE requirements, landlord requirements andapplicable statutory regulations.• Monitor compliance with safe working practices within tenant areas.• Ensure required permits, risk assessments, method statements and other relevant documentation are availablebefore commencement of works.• Support inspections, audits and incident investigations as required.• Ensure statutory and critical maintenance activities are properly planned, completed and documented.• Immediately report unsafe conditions, incidents and significant operational risks to the Facilities Manager.• Promote a strong safety culture among the Tenant Services team and subcontractors.• Ensure materials and equipment are stored safely and in accordance with HSE and company requirements.Reporting & Communication • Ensure timely preparation and submission of monthly tenant service reports.• Prepare operational updates, KPI reports, PPM status reports and other management reports as required.• Maintain effective communication with the Facilities Manager regarding operational concerns, risks, manpowerrequirements and tenant issues.• Provide accurate operational information for management reviews and client meetings.• Maintain proper records of tenant communications, inspections, maintenance activities and service performance.Requirements: Education • Bachelor's degree in mechanical, Electrical, Facilities Management, Building Services or a related engineeringdiscipline.• Facilities Management qualifications/certifications will be an advantage.Experience • Minimum 8–10 years of facilities management experience, preferably within Grade-A commercial buildings, corporateoffices, mixed-use developments or premium facilities.• Previous experience in Tenant Services / Client-facing Facilities Management is highly desirable.• Experience managing MEP maintenance and specialist services.• Experience in CAFM-based maintenance management.• Experience managing subcontractors and service providers against SLAs and KPIs.• Experience leading a multidisciplinary technical team.Personal Attributes The successful candidate should demonstrate:• Strong customer-service mindset and Excellent communication and interpersonal skills• Ability to work under pressure and Proactive approach to problem solving• Strong organizational and coordination skills.• High level of accountability and ownership and Ability to manage multiple priorities• Professional approach when dealing with senior tenant representatives• Ability to work independently and take operational decisions when required.