The Assistant Facilities Manager is responsible for overseeing and delivering a broad spectrum of operational support and administrative functions across all Real Estate facilities. He/She is responsible for managing daily operations, purchasing, supplier/vendor management, and FM contracting agencies.
Job Responsibilities and Accountabilities
- Plan and oversee building work and renovations, advising on energy efficiency and cost-effectiveness.
- Review and comment on plans for new buildings, alterations, or extensions.
- Advise on cost and time-saving measures during facility alterations/modifications without compromising safety regulations.
- Evaluate contracts, recommend changes, and coordinate renewals.
- Act as project overseer for facility alterations/modifications.
- Lead and undertake audit plans for tenant warehouses/facilities to ensure all health and safety (H&S) requirements are met.
- Record and follow up on all audit observations, coordinating with FM and tenants to close actions within a stipulated timeframe.
- Maintain an Accident Report Book, ensuring every accident/incident is investigated and a full report is filed per ABA QHSE standards/policies.
- Manage day-to-day CCTV operations and quickly act on information from the Security Supervisor.
- Evaluate FM quotes and arrange alternative suppliers for cost reduction.
- Manage security, cleaning services, pest control, and ensure the premises are in good shape, focusing on customer satisfaction.
- Strictly implement traffic management at the facility.
- Manage first aid facilities, timely procurement of first aid medicine, and audit processes.
- Evaluate and monitor safe STP (Sewage Treatment Plant) processes at the facility.
- Record and monitor utility readings of tenant facilities and forward details to the finance office for back charging.
- Manage soft and hard service operations of the facility/property.
- Coordinate with the FM team for smooth waste management operations and coordinate with recycling companies for timely collection of recyclable plastics and paper products.
- Record, monitor, train, and ensure compliance with PTW procedures across facilities, recording violations and accidents/loss hours during contractor activities.
- Act as custodian of all facility keys, issuing, recording, and maintaining them.
- Liaise and coordinate with the FM team for successful inspections by QCD, MMUP, MOI, Environment, etc.
- Assist and advise all managers on current health and safety legislation/regulations to ensure all reasonable and proper measures are taken to protect the safety and health of employees and visitors.
- Establish budget proposals for Facilities Management operations and specific training programs.
- Supervise MEP, HVAC, and other facilities maintenance by the team and third parties to maintain standards.
- Manage local purchases of all cleaning materials, equipment, furniture, fixtures, and fittings.
- Coordinate the tendering process for all repair and maintenance.
- Maintain a list of machinery/test equipment for calibration and ensure calibration certificates are up to date.
- Ensure adherence to health and safety policies and procedures.
- Ensure the safety, quality, and efficiency of facilities and their maintenance.
- Oversee CCTV maintenance and new implementations.
- Engage with pest control vendors for services.
- Other
- Provide equipment-related knowledge and technical guidance to ensure proper work execution to users/team.
- Oversee the overall administration and management of staff accommodation in coordination with Admin and H&S Officer.
- Advise management on any changes to local municipality and government regulatory board legislation relating to logistics fac
Skills
- Bachelor's degree in Engineering discipline (Electrical or Mechanical) or Facility Management
- 8 to 10 years of experience in Facilities/Building Operations Management
- Proficient in IT, including policy and administrative functions, with the ability to read and interpret engineering drawings
- Experienced in managing workplace health, safety, and welfare
- Good understanding of project management and logistics
- High attention to detail with the ability to prioritize tasks and meet deadlines
- Strong leadership and client relationship skills
- Knowledgeable in HVAC, MEP, and fabrication
- Must possess a valid driving license
- Fluent in English, Arabic is a plus.