Assistant Facilities Manager

As an assistant facility manager, you will be responsible for helping the Facility Manager in overseeing day-to-day operations, ensuring a safe and well-maintained environment, and coordinating various aspects of facility management.

KEY RESPONSIBILITIES

Procurement and Inventory Management

• Handle procurement processes to maintain inventory levels and ensure monthly stock count.
• Market visits for price evaluation & analysing data by keeping track of market dynamics.
• Ensure timely conversion of PR to PO to GRN.
• Liaison with requisitioner department for forecasted demand.
• Ensure vendors follow ups, rate negotiations, and offer comparatives.
• Ensure accurate records of store items, managing stock levels, and replenishing supplies.
• Coordinate with finance to process invoices and track expenses related to procurement.

Facilities Management

• Oversee the maintenance and security of office facilities, ensuring a safe and productive work environment.
• Conduct regular inspections to identify maintenance needs and address them promptly.
• Fleet management
• Travel management
• Supervise housekeeping operations.
• Supervise maintenance of equipment.
• Supervise fit out contractors.
• Liaison with the government authorities and landlords.
• Arrangement of inhouse and external meetings/events
• Implement Safety and security protocols, safety drills.
• Ensure timely repair and maintenance of offices, furniture/fixtures, and machines/equipment.
• Execute contracts & SLAs wherever required.
• Handel office supplies, and equipment inventory.
• Serve as a point of contact for internal and external queries, redirecting them appropriately.

Financial Oversight

• Support budget planning and monitoring for facility and administrative operations.
• Identify cost-effective solutions and contribute to cost-saving initiatives.
• Maintain accurate financial records and generate reports as required.
• Health And Safety Compliance
• Ensure compliance with health, safety, and environmental regulations.
• Participate in risk assessments, maintain records, and assist in emergency preparedness.
• Coordinate and participate in training sessions on safety protocols and emergency procedures.

QUALIFICATIONS, EXPERIENCE, KNOWLEDGE, SKILLS

Qualifications

• Graduate preferably in Management & Engineering
• Relevant Experience

Experience

• 3-4 years of work experience in facility management or similar role

Knowledge

• Proficient in ERP and Excel
• Knowledge of industry standards, regulations, and best practices in FM.

Skills

• Excellent negotiating skills to negotiate the terms of lease agreement with landlord, cost negotiation/rationalisation with potential suppliers.
• High communication and influencing skills.
• Good Analytical and problem-solving skills
• Swift and economical Decision-making skills
• The ability to lead and manage teams and projects