Assistant facilities manager

The Assistant Facility Manager (AFM) will support the Facility Manager in delivering integrated facility management services across the IBM account. This role is ideal for a motivated FM professional looking to grow in a structured, client-facing environment. The AFM will assist in managing day-to-day hard and soft services operations, monitoring SLA/KPI performance, coordinating vendors, and supporting team supervision - ensuring IBMs workplace standards are consistently met.

Key Responsibilities

Hard Services Support

• Assist in overseeing MEP (Mechanical, Electrical Plumbing) systems, HVAC, fire safety, and BMS operations under the guidance of the Facility Manager
• Support the execution and tracking of planned preventive maintenance (PPM) schedules and corrective maintenance works
• Coordinate with engineering staff and technical vendors to ensure timely resolution of maintenance requests
• Conduct routine building inspections and log findings in the CAFM/CMMS system
• Assist in maintaining compliance with statutory regulations, health safety requirements, and IBM-specific technical standards

Soft Services Support

• Coordinate day-to-day delivery of housekeeping, security, front-of-house, pantry, landscaping, pest control, and waste management services
• Monitor vendor attendance, performance, and service quality; escalate issues to the Facility Manager as required
• Conduct regular soft services audits and maintain records of findings and corrective actions
• Ensure IBMs workplace hygiene, presentation, and hospitality standards are upheld at all times

SLA Performance Monitoring

• Track open and closed work orders in the CAFM/CMMS system; ensure timely closure within agreed SLA timelines
• Assist in compiling data for monthly management reports (MMRs), KPI dashboards, and performance trackers
• Flag SLA breaches or near-misses to the Facility Manager and support root cause analysis
• Support the implementation of continuous improvement initiatives identified by the FM team

Team Coordination Supervision

• Provide day-to-day supervision and guidance to on-site staff including technicians, housekeeping supervisors, and security personnel
• Assist in shift scheduling, attendance tracking, and daily task allocation
• Support the Facility Manager in onboarding new team members and conducting toolbox talks
• Promote a culture of safety, discipline, and service excellence within the on-site team

Client Stakeholder Coordination

• Serve as a secondary point of contact for IBM facility users and site coordinators for day-to-day service requests
• Respond promptly to IBM user complaints, service requests, and feedback; ensure timely resolution and follow-up
• Support the Facility Manager in preparing for client meetings, site walkthroughs, and IBM audits
• Maintain a professional and responsive interface with IBM stakeholders at all times

Vendor Contractor Management

• Raise and track purchase orders, work orders, and service requests with approved vendors
• Verify completion of vendor works on-site and obtain necessary sign-offs before invoice processing
• Maintain an updated vendor contact list, AMC/contract register, and service schedule tracker
• Support the FM in vendor performance reviews and contract compliance checks

Financial Administrative Support

• Assist in tracking site operational expenditure against the approved budget
• Process vendor invoices, verify against scope of work, and submit for approval in line with JLL procurement policies
• Maintain accurate records of site documentation including warranties, AMC registers, statutory certificates, and insurance records
• Support the FM in preparing monthly cost variance reports and budget forecasts

Health, Safety Compliance

• Support the implementation of JLL EHS standards and IBMs HSE policies across all on-site activities

• Assist in conducting risk assessments, maintaining method statements, and issuing permits to work (PTW)

• Ensure incident reporting, near-miss documentation, and corrective action tracking are up to date

• Participate in emergency response drills and support site emergency preparedness activities

  Key Requirements

Experience

• 3-5 years of experience in Facility Management or a related field, preferably in a corporate or technology sector environment
• Hands-on experience in coordinating hard and soft services operations
• Prior exposure to client-facing FM roles or large enterprise accounts is an advantage

Qualifications

• Bachelors degree in Facility Management, Engineering, Business Administration, or a related discipline
• Professional certifications preferred: CFM (IFMA), NEBOSH General Certificate, ISO 41001 Awareness, or equivalent
• Proficiency in CAFM/CMMS systems (e.g., IBM Maximo, Archibus, or similar)

Skills Competencies

• Good understanding of building systems (MEP, HVAC, fire safety) and soft services operations

• Strong coordination and follow-through skills with attention to detail

• Ability to manage multiple priorities and work effectively under pressure

• Good interpersonal and communication skills - both verbal and written

• Team player with a proactive, solutions-oriented mindset

• Proficiency in MS Office Suite (Excel, PowerPoint, Word, Teams)

  What We Offer

• Competitive salary and benefits package

• Structured career growth path within JLLs IFM service line

• Mentorship and on-the-job learning under experienced FM leadership

• Exposure to a prestigious global technology account (IBM)

• A collaborative, inclusive, and high-performance work culture

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