ASSISTANT FACILITIES MANAGER

Assistant Facilities ManagerJob Description

The Assistant Facilities Manager will support the Facilities Manager in overseeing the daily operations, maintenanceand upkeep of assigned buildings and facilities. The role involves supervisingmaintenance activities, coordinating contractors, conducting site inspectionsand ensuring that facilities are maintained in a safe and efficient condition.

The Assistant Facilities Manager willalso assist in monitoring service performance, preparing operational reportsand ensuring that maintenance works are carried out according to the requiredstandards and schedules.

Key Responsibilities1. Daily Facilities Operations

• Assist the Facilities Manager in managing daily building operations, facilities services and maintenance activities.
• Monitor the condition and performance of building systems, including mechanical, electrical, air-conditioning and other essential equipment.
• Conduct regular site inspections to identify defects, maintenance issues and operational irregularities.
• Follow up on reported faults, breakdowns and service requests to ensure timely resolution.
• Ensure daily operations are carried out according to established procedures and service requirements.

2. Preventive and CorrectiveMaintenance

• Assist in planning and coordinating preventive and corrective maintenance schedules for building systems and equipment.
• Monitor maintenance works carried out by technicians, contractors and service providers to ensure proper completion.
• Conduct inspections and verify completed maintenance works against the required specifications and quality standards.
• Maintain maintenance records, inspection checklists and equipment servicing schedules.
• Highlight recurring equipment failures and recommend suitable corrective actions to the Facilities Manager.

3. Contractor and Service ProviderCoordination

• Coordinate and supervise contractors and subcontractors carrying out maintenance, servicing and repair works.
• Monitor contractors' work progress, workmanship and compliance with site safety requirements.
• Assist in obtaining quotations, comparing proposals and evaluating service providers for maintenance works.
• Follow up on outstanding works, defects and contractor performance issues.
• Ensure contractors comply with site procedures, work schedules and contractual requirements.

4. Safety and Regulatory Compliance

• Assist in implementing workplace safety procedures, risk assessments and safe work practices for facilities operations.
• Conduct routine safety inspections and report unsafe conditions or non-compliance issues.
• Coordinate statutory inspections, fire safety activities and equipment servicing with relevant contractors.
• Assist in preparing incident reports and following up on corrective and preventive actions.
• Support compliance with the company's Quality Management System and applicable regulatory requirements.

5. Facilities Improvement and ProjectWorks

• Assist the Facilities Manager in coordinating A&A works, upgrading projects and minor facilities improvement works.
• Monitor contractors' work progress to ensure project activities are carried out according to approved schedules.
• Coordinate site access, work arrangements and necessary resources for project execution.
• Conduct site inspections and follow up on defects or incomplete works before project handover.
• Assist in preparing project updates, completion reports and relevant documentation.

6. Team Supervision and Coordination

• Supervise technicians and maintenance personnel in carrying out daily operational and maintenance duties.
• Assist in preparing duty rosters, manpower deployment and work assignments to ensure adequate site coverage.
• Monitor work performance and provide guidance to ensure maintenance tasks are completed properly.
• Coordinate with internal departments and service providers to resolve operational issues.
• Escalate major technical problems, manpower shortages and operational concerns to the Facilities Manager.

7. Budget and Cost Monitoring

• Assist in monitoring maintenance expenses, contractor charges and operational costs.
• Obtain and review quotations for repair works, replacement parts and maintenance services.
• Verify completed works and supporting documents before submitting invoices for approval.
• Identify opportunities to reduce maintenance costs and improve resource utilisation.
• Maintain proper records of maintenance expenditure and procurement activities.

8. Client Coordination and Reporting

• Attend to clients' feedback, service requests and operational concerns, ensuring timely follow-up.
• Assist in coordinating client meetings, site inspections and maintenance discussions.
• Prepare daily, weekly and monthly maintenance reports, inspection records and operational updates.
• Maintain proper documentation of maintenance activities, contractor reports, equipment records and statutory inspections.
• Provide regular updates to the Facilities Manager on outstanding issues, work progress and service performance.

9. Emergency and Breakdown Response

• Respond to building breakdowns, equipment failures and emergency maintenance requests.
• Coordinate with technicians and contractors to carry out immediate corrective actions and restore affected services.
• Assist in implementing emergency response procedures and ensuring safety measures are followed.
• Report major incidents to the Facilities Manager and assist in preparing incident documentation.
• Follow up on corrective actions to prevent repeated breakdowns or operational disruptions.

10. Other Duties

• Perform other facilities management and operational duties as assigned by the Facilities Manager or management.

Job Requirements

• Diploma /NITEC in Facilities Management, Building Services, Mechanical Engineering, Electrical Engineering or a related technical discipline.
• Preferably 2–3 years of relevant experience in facilities management, building maintenance or M&E operations.
• Good knowledge of preventive maintenance, building services and basic M&E systems.
• Experience in supervising contractors, coordinating maintenance works and handling operational issues.
• Relevant facilities management, workplace safety or technical certifications will be an added advantage.
• Ability to conduct site inspections, identify maintenance issues and coordinate rectification works.
• Good communication, organisational and problem-solving skills.
• Able to work independently on assigned tasks and support the Facilities Manager in daily operations.