Assistant Facilities Manager

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Position: Assistant Facilities ManagerLocation: Petaling Jaya, Malaysia
Department: Facilities Management
Portfolio Scope: Approximately 90,000 square feet
Team Leadership: 2 direct reports + vendor management

Position Summary

The Assistant Facilities Manager will lead the comprehensive management and optimization of approximately 90,000 square feet of internal workspace on behalf of our client in Petaling Jaya. This supervisory role requires strategic space planning expertise, team leadership capabilities, and vendor management skills to deliver operational excellence across the entire portfolio while leading a team of 2 facilities staff and coordinating multiple service vendors.

Key Responsibilities

Team Leadership & Staff Management

• Supervise and develop a team of 2 facilities staff including performance management, training coordination, and professional development planning

• Conduct monthly one-on-one meetings and quarterly performance reviews to ensure team alignment with client objectives and service standards

• Delegate daily operational tasks effectively while maintaining oversight of critical facility functions and emergency response procedures

• Foster collaborative team environment and provide mentorship to junior staff members to build internal capabilities

Vendor Management & Service Coordination

• Manage relationships with service vendors including cleaning services, maintenance contractors, landscaping, and specialized technical providers

• Negotiate service level agreements, monitor vendor performance against established KPIs, and conduct quarterly vendor review meetings

• Coordinate vendor scheduling and ensure seamless service delivery across the 90K SF facility with minimal disruption to business operations

• Manage vendor invoicing processes and budget compliance, ensuring cost-effective service delivery within approved parameters

Strategic Space Management (90K SF Portfolio)

• Oversee comprehensive facility operations for 90,000 square feet across multiple business units and departments

• Lead strategic space planning initiatives including utilization analysis, capacity forecasting, and optimization recommendations for maximum efficiency

• Develop and implement space allocation policies and procedures to support business growth, organizational changes, and departmental restructuring

• Prepare detailed monthly portfolio reports including occupancy metrics, space efficiency analysis, and cost per square foot performance indicators

Project Leadership & Coordination

• Lead space modification projects including office buildouts, floor reconfigurations, and infrastructure upgrades

• Coordinate with internal teams, external consultants, and contractors to deliver projects within scope, budget, and timeline requirements

• Ensure all modifications comply with Malaysian building regulations, fire safety codes, and corporate workplace standards throughout the 90K SF facility

• Manage project communications with client stakeholders and provide regular progress updates to senior leadership

Client Relationship & Service Excellence

• Serve as primary facilities liaison for client executive team, providing strategic counsel on space optimization, cost management, and operational improvements

• Participate in bi-weekly client meetings to review facility performance, discuss emerging requirements, and present improvement initiatives

• Prepare comprehensive quarterly business reviews including space utilization trends, financial performance analysis, and strategic recommendations

• Maintain 95% client satisfaction rating through proactive service delivery and responsive issue resolution

Financial Management & Budget Oversight

• Manage annual facilities budget for the 90K SF portfolio including operational expenses and capital improvements

• Oversee monthly financial reconciliation, vendor payment processing, and departmental cost allocation across multiple business units

• Identify cost optimization opportunities through space efficiency improvements, vendor negotiations, and operational enhancements

• Prepare detailed financial analysis and reporting on space costs, utilization metrics, and return on investment for facility improvements

Operational Excellence & Compliance

• Maintain comprehensive facility management systems including floor plans, asset databases, and occupancy tracking for the entire 90K SF portfolio

• Ensure compliance with all Malaysian workplace safety regulations, building codes, and environmental standards

• Develop and maintain emergency response procedures, business continuity plans, and staff evacuation protocols

• Coordinate preventive maintenance programs and infrastructure monitoring to ensure optimal facility performance and longevity

Required Qualifications

Leadership & Management Experience

• Bachelor's degree in Facility Management, Engineering, Business Administration, or related field

• Minimum 4-6 years of facilities management experience with at least 2 years in supervisory capacity managing teams and vendor relationships

• Proven track record managing large commercial office facilities (minimum 75,000 SF) with demonstrated success in team leadership and performance management

• Experience managing annual budgets and coordinating multiple concurrent projects

Technical & Systems Expertise

• Advanced proficiency in facility management information systems (FMIS), space planning software (AutoCAD, Revit), and Microsoft Office Suite

• Strong understanding of Malaysian building codes, fire safety regulations, and occupational health and safety requirements

• Knowledge of integrated workplace management systems (IWMS) and advanced space analytics tools

• Experience with project management methodologies and vendor performance management systems

Core Leadership Competencies

• Demonstrated ability to lead, motivate, and develop facilities teams while maintaining high performance standards and service quality

• Excellent vendor negotiation and relationship management skills with experience managing multiple service contracts simultaneously

• Strong client relationship management abilities with proven success in stakeholder engagement and service delivery excellence

• Exceptional communication and presentation skills for executive-level reporting and cross-functional collaboration

Professional Qualifications

• Professional certification in Facility Management (FMP, CFM) or equivalent industry credentials preferred

• Project Management Professional (PMP) certification or equivalent project management training advantageous

• Bilingual proficiency in English and Bahasa Malaysia essential for diverse stakeholder communication

Working Conditions

• Full-time supervisory position based at the 90K SF client facility in Petaling Jaya

• Standard business hours with availability for emergency situations and critical project milestones

• Occasional travel within Klang Valley for vendor meetings, project coordination, and client relationship activities

• Professional office environment with significant interaction with senior executives, department heads, and external service providers

Career Development Opportunities This leadership position offers substantial professional growth within JLL's facilities management practice, providing experience in large portfolio management, team leadership, and strategic client partnership that prepares candidates for senior facilities management roles and regional responsibilities.

The successful candidate will gain valuable experience managing complex commercial real estate operations while building expertise in vendor management, financial oversight, and client relationship development within Malaysia's dynamic commercial property market.

Location:

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