DEPUTY FACILITIES MANAGER

Role Objective

The Deputy Facilities Manager is responsible for supporting the Facilities Manager in ensuring the highest standards of operational reliability and service delivery. This role demands a strong sense of ownership and proactive leadership to manage daily operations independently. While the Facilities Manager focuses on strategic planning and high-level stakeholder engagement, the Deputy is expected to take full accountability for the execution of maintenance, team supervision, and emergency response, ensuring all tasks are driven to completion with urgency and precision.

Direct ReportFacilities Manager (FM)

Responsibilities

Operational Oversight

• Manage routine facility operations independently, ensuring that team members and contractors are performing their duties effectively.
• Supervise rectification works during holidays and off-peak periods with the same level of rigor as regular days to prevent unnecessary delays.
• Empower and supervise multi-disciplinary teams (cleaning, security, maintenance, grounds) to ensure continuous and smooth operation.

Proactive Coordination & Monitoring

• Act as the primary coordinator between operations and the Project Team, ensuring timely rectification of defects and infrastructure issues
• Monitor the progress of ongoing works closely; do not rely solely on contractors or the Facilities Manager for updates. Proactively chase deliverables and hold vendors accountable.
• Ensure all routine matters, such as chargeman arrangements and technical support requests, are managed independently

Crisis Management

• Demonstrate immediate urgency and decisive leadership during critical situations and operational breakdowns, providing after-office-hour support when required.
• Take charge of incident response to minimize downtime and damage, coordinating teams effectively on the ground.

Reporting & Compliance Support

• Track utilities consumption, conduct safety checks, and prepare detailed operational reports with actionable insights.
• Ensure daily compliance with all relevant regulations and escalate critical compliance risks to the Facilities Manager.

Role Requirements

Education & Qualifications

• Bachelor’s degree in Facilities Management, Engineering, Building Services, or a related field (a Diploma with substantial relevant experience may also be considered).
• Certifications in health & safety, building maintenance, or engineering supervision are highly advantageous.

Experience

• Minimum of 5 years of experience in facilities operations or building management.
• Proven track record of independently managing operations and taking full ownership of maintenance outcomes.
• Hands-on experience in troubleshooting technical issues and conducting on-site inspections.
• Background in property management, schools, hospitals, or commercial complexes is preferred

Skills & Competencies

• Strong Ownership & Accountability: Demonstrated ability to see tasks through to completion without requiring constant reminders.
• Proactive Problem-Solving: Ability to identify potential issues before they escalate and implement effective solutions.
• Crisis Management: Capable of responding with urgency and leading teams during emergencies outside of regular hours.
• Attention to Detail: Meticulous in inspection, documentation, and communication to prevent recurring issues.
• Time Management: Excellent ability to prioritize tasks and meet strict deadlines.
• Interpersonal Skills: Strong communication skills to coordinate effectively with staff, contractors, and project teams.