Job Role : Assistant Facility Manager
Core Responsibilities
Space Management and Operations
- Oversee day-to-day operations of the office floor
- Optimize workspace layout and utilization
- Manage meeting room scheduling and booking systems
- Coordinate moves, adds, and changes within the leased space
- Work within lease agreement constraints
Vendor and Contractor Coordination
- Manage relationships with building management
- Coordinate cleaning services, maintenance contractors, and IT support vendors
- Negotiate and manage service contracts
- Monitor vendor performance and ensure quality standards
- Oversee timely completion of contracted work
Maintenance and Repairs
- Handle tenant-specific maintenance issues
- Report building defects to property management
- Coordinate repairs to fixtures and finishes within leased space
- Ensure prompt resolution of issues affecting employee comfort and productivity
- Liaise with landlord on major building system issues
Health, Safety, and Compliance
- Ensure office complies with health and safety regulations
- Conduct risk assessments
- Maintain emergency procedures and evacuation plans
- Manage first aid supplies and equipment
- Coordinate fire drills and safety training
- Ensure compliance with building rules and lease requirements
Budget Management
- Develop and manage facilities budget
- Track expenses for services, supplies, repairs, and improvements
- Optimize costs while maintaining service quality
- Process invoices and manage vendor payments
- Forecast future facility needs and costs
Employee Services and Support
- Serve as primary contact for facility-related concerns
- Address temperature, lighting, and comfort complaints
- Manage ergonomic requests and workspace adjustments
- Oversee kitchen supplies and office supplies
- Maintain common area resources and amenities
Sustainability and Efficiency
- Champion sustainability initiatives
- Implement waste reduction programs
- Promote energy-saving practices
- Develop and maintain green office policies
- Align sustainability efforts with company values and building requirements
Technology and Systems
- Oversee building access systems and security badges
- Manage workplace booking systems
- Maintain facility management software and databases
Key Skills Required
- Strong communication and negotiation abilities
- Project management and organizational skills
- Problem-solving and quick decision-making capabilities
- Budget management and cost control expertise
- Understanding of building systems and maintenance
- Knowledge of health and safety regulations
- Vendor management experience
- Customer service orientation
- Attention to detail
- Ability to multitask and prioritize
Typical Reporting Structure
- Reports to senior operations leadership, HR, or administrative management
- Serves as liaison between tenant organization and building owner
