Assistant Facilities Manager

About the Role

As the Assistant Facilities Manager for our prestigious Work Dynamics client, you will spearhead operational excellence and service delivery across a site. This pivotal leadership position serves as the principal operational lead responsible for the end-to-end delivery of integrated facilities management (FM) services, ensuring business continuity, operational excellence, financial performance, and leading the operating model on site.

This leadership role is accountable for building and developing high-performing FM teams, maintaining trusted relationships with client stakeholders, and ensuring that local teams take ownership of their sites. The role also includes promoting diversity and inclusion, supporting ESG objectives, and driving a proactive health and safety culture.

Key Responsibilities

• Execute comprehensive work order management using advanced CAFM systems, ensuring completion rates within SLA parameters
• Provide expert customer service to C-suite executives and senior stakeholders, maintaining JLL's reputation for excellence
• Assist in emergency response coordination and business continuity planning
• Maintain detailed compliance documentation and regulatory reporting for audit readiness
• Responsible for submitting Monthly activity and financial report to SEA Facilities Manager and executing ad-hoc requests
• Responsible for all vendor related communication to schedule repairs, maintenance and goods purchase including landlord, and building management company
• Responsible for all contract related document execution (renewal, termination, company seal arrangement)
• Responsible for invoice processing of office rent and all invoices creation
• Responsible for supporting annual power outage
• Responsible for KPI review
• Ad-hoc responsibilities assigned by Local client
• Responsible for annual budget
• Responsible for communicating overseas client and teams

Portfolio Excellence Leadership:

• Support strategic direction and operational excellence across key account support functions: HSSE, Quality & Compliance, Performance Management, Communications, Sustainability, and Nuvolo

HSSE & Quality Management:

• Support execution of assessments and hands-on HSSE activities
• Comply with the JLL global standards and procedures once they have been informed of the requirements
• Cooperate with your manager in HSSE matters, including the assessment of risks and any control measures identified.
• Not interfere with, disable, or misuse anything provided in the interest of HSSE, security, fire, food hygiene, or first aid.
• Report accidents, incidents, near misses, faults, and deficiencies to your manager.
• Seek advice if in doubt about the adequacy of any HSSE arrangements.
• Complete HSSE training as directed.

Performance & Systems Management:

• Support digital transformation initiatives including implementation and smart building technologies
• Support reliability initiatives to improve critical systems performance and reduce operational risks

Financial Management & Governance:

• Maintain, review and oversee vendor relationships & performance
• Work with the suppliers to leverage relationships to ensure the client’s FM spend related Accounts Payable KPIs are maintained by chasing invoices or supplier statements where necessary
• Work with the Procurement Team to competitively bid and prepare all service contracts to assure high quality and cost-effective services
• Identify, implement and record all operational cost savings initiatives to ensure meeting the client’s glidepath savings KPIs
• Work with utility suppliers to monitor and understand consumption patterns and identify and cost saving opportunities

Sustainability & Communications:

• Execute daily sustainability practices including energy management, waste reduction, and water conservation programs at the facility level
• Monitor and optimize building systems performance through BMS analysis, identifying opportunities to reduce consumption while maintaining comfort standards
• Coordinate recycling and waste management programs, working with vendors to maximize diversion rates and minimize disposal costs
• Implement green cleaning protocols and sustainable maintenance practices, ensuring use of environmentally preferred products
• Manage on-site sustainability projects such as LED lighting retrofits, occupancy sensor installations, and landscaping improvements

People & Team Leadership:

• Foster a culture of collaboration, innovation, and continuous improvement
• Support appropriate staffing models and resource allocation across all functions and regions

Client Relationship Management:

• Support strong strategic partnerships with client stakeholders at all levels
• Proactively identify emerging client needs and support identifying solutions
• Act as the escalation point for complex service delivery challenges, ensuring swift and effective resolution

Suppliers:

• Support vendor relationships & performance
• Proven ability to influence without authority
• Identify, implement and record all operational cost savings initiatives

Qualifications & Experience:

Professional Background:

• Experienced in Facility management, building management, property management, procurement is an advantage
• Facilities management experience

Task Skills:

• Proficiency with Microsoft Word, Excel and PowerPoint.
• A meticulous individual to anticipate client needs
• Multi-task

Personal Skills:

• Ability to meet tight schedules and deliver high quality of work.
• High level of communication and interpersonal skills.
• Excellent problem solving and negotiation skills.
• Proactive individual