Facilities Management Assistant Manager

Job Summary

Co-ordinate the delivery of Facilities Management and where designated. Document logistics services across multiple offices to ensure outstanding quality and customer service within defined budgets.

Job Functions

• Participate in, facilitate and chair (as required) site-specific quarterly Health, Safety and Environment committee meetings where required.
• Undertake H & S duties as required which could include Display Screen Equipment assessments, provision of induction training, undertake housekeeping inspections, control contractors and appointments of safety marshals, environmental volunteers and first aiders.

Job Accountabilities - Key Accountabilities

• Plan for day-to-day building maintenance and safety; ensure the building is safe and compliant with regional/country regulations and organizational best practices.
• Act as single point of contact/key interface for customers (local stakeholders and building occupants) for all internal and external Facilities Management and, where applicable, Document Logistic services.
• Manage all issues arising, resolving wherever possible and escalating where necessary.
• Maintain positive customer relationships by meeting regularly with customers even when no specific initiative is underway.
• Work closely with and provide feedback to suppliers (and where applicable in house staff) working on site.
• Provide outstanding customer service to building occupants and stakeholders; champion enhancement of customer experience.
• Monitor and address or escalate inappropriate behavior and breaches of rules / policies in buildings.
• Provide regular reports to FM Manager / Zone Manager on issues and incidents.
• Monitor the effectiveness of procedures, processes and systems.
• Provide information on building occupancy/use of space and updates to IT systems as required. Validate the accuracy of local data.
• Interface with Performance and Compliance and Real Estate on rent allocations and related allocations.
• Manage all delegated budget responsibilities.
• Analyze, direct, and report on all cost containment opportunities related to support services (invoicing, mail, supply/furniture ordering, space allocations, facility management, etc.).
• In conjunction with Business Unit management, provide staffing projections to best meet local business unit strategies while abiding by the corporate standards.
• Ensure any suspected improprieties, fraud or breach of security are properly reported as outlined in the Group Security policies and procedures.
• Act as incident controller Monitor and escalate potential Security and Health and Safety (H&S) issues to appropriate Senior management.
• Ensure all fire and bomb /incident procedures are fully implemented and adhered to for designated locations.
• Coordinate with H&S and Risk functions and ensure compliance with statutory H&S regulations.
• Support environment initiatives.
• Analyze needs, develop and recommend alternative for process improvements, services or products.
• Lead short-term (3 to 9 months), defined scope projects.

Job Qualifications

Required:

• Bachelors Degree and 5 or more years of experience in the Facilities Management area

AND

• Experience in space planning, project management and operations management

Preferred:

• Strong interpersonal skills
• Strong organizational skills
• Strong Microsoft Office skills