Assistant Manager Facilities

People

• Lead and mentor a team of facilities staff (including subcons and associate facilities executive), providing guidance and support to achieve departmental goals.

• Collaborate with other departments to support business operations and improve overall efficiency.

• Manage vendor relationships and negotiate contracts for services such as building management, vending machine, cleaning, security, and maintenance.
• Manage and maintain subcons contract and renewal

Infrastructure

• Manage and oversee daily operations of the facilities to ensure a safe, clean, efficient and PWD friendly environment

• Coordinate and supervise maintenance, repairs, and renovations of the facilities. Ensure nothing breaks down and cause business disruption

• Oversee the maintenance and repair of electrical systems, including lighting, power distribution, and backup generators.

• Ensure compliance with all local, state, and federal regulations.

• Space Planning: Plan and manage the allocation of space within the facility to optimize the use of resources.

• Respond to emergencies and provide solutions to minimize disruption to business operations.

Process

• Develop and implement facilities management policies and procedures in line with BPM business operating model.

• Prepare and manage the facilities budget, ensuring cost-effective solutions.

• Plan and report KPIs relevance to Facilities to the Management

• Ability to manage multiple projects and priorities simultaneously.

• Maintain assets log, ensuring all company assets are tagged and store at designated location

• Provide new hires training on Introduction of Office Facilities

• Facilitate ad hoc request i.e. visitor registration, new hires access, meeting room booking for meeting, training and festive celebration

Audits

• Ensure compliance with Malaysian local standard quality audits and certifications.

• Conduct regular inspections and audits to ensure facilities meet health, safety, and environmental standards.

• Prepare and maintain access log report

• Safety Management

• Risk Assessments: Conduct regular risk assessments to identify potential hazards and implement measures to mitigate risks.

• Safety Inspections: Perform regular safety inspections of the facility, ensuring compliance with health and safety regulations.

• Training Programs: Develop and deliver safety training programs for facilities staff and other employees.

• Emergency Response: Coordinate emergency response drills and ensure that all staff are familiar with emergency procedures.

• Incident Investigation: Investigate safety incidents and near misses, identifying root causes and implementing corrective actions.

Required Skill / Experience

• Excellent communication and interpersonal skills.

• Attention to Detail: Ability to maintain accurate records and ensure compliance with standards.

• Leadership: Strong leadership skills to manage facilities staff and coordinate with other departments.

• Analytical Thinking: Ability to analyze data and identify areas for improvement.

• Adaptability: Ability to adapt to changing regulations and standards, ensuring ongoing compliance.

• MS Excel, MS PowerPoint presentation skill

• Strong knowledge of Malaysian local standard quality audits and certifications.