Assistant Facilities Manager

Assistant Facilities Manager

**Responsible for**:
**Under direction of the Facilities Manager, the FM Assistant is responsible for a broad range of administrative and support functions; these include, but are not limited to, screening and handling verbal and written correspondence and problem communications; acting as point of first contact for building occupants; analyzing and determining the nature of the emergency responses, purchasing through vendors and FM purchasing to procure goods and services; handling small maintenance and construction projects; processing and maintaining records, researching and compiling weekly status reports and other reports, maintaining projects schedule, organizing meetings, handling personnel items, and providing administrative assistance to the Property Management Team; and performing other duties as assigned. Planning, organising, leading and control are therefore integral aspects of his daily routine.

**Purpose**:
To assist and engage the Building Managers as well as support the property managers in the planning, management and monitoring of all aspects related to the management of the portfolio and inspection of work to ensure that quality standards are maintained or improved. Also to ensure strong customer relationships are built and expectations are met and managed.

**Main duties and responsibilities**:

- To assist the Portfolio and Facilities Manager in all aspects of site facilities.
- To plan and oversee refurbishment projects within timescales and budgets.
- Plan co-ordinate and manage facilities resources and operations as required.
- Organise and control service maintenance agreements.
- Work with procurement to source best value and look for opportunities to implement cost savings.
- Assist the Facilities Manager with managing and effective controlling of the general and preventive maintenance program.
- Assist and monitor the tenant instillation process for new and renewed tenant leases.
- Assist and monitor all contracted services and vendor suppliers, obtains quotations and prepares work orders.
- Assist and co-ordinate works with the Facilities Manager to supervise maintenance employees to insure maximum performance and compliance with all policies and procedures.
- Assist in the preparation of documentation for the expense portion of the annual budget/business plan.
- Assist the Facilities Manager prepares back-up information for operational reports.
- Assist the Facilities Manager and the Property Manager as needed.
- Responsible for all other duties as assigned by the Facilities Manager.
- The Facilities Management Assistant is a training position.
- To undertake any other duties as may be required by the level of the post, and as required by the Head of Facilities and Senior Management.
- The post holder will ensure compliance with all health and safety requirements.

The above duties are the main duties required to be successful in this role, however, the employee can be requested to perform other duties and responsibilities from time to time during his/her employment with the company, based on its operational requirements. The job title does not define or restrict the employment relationship and it is required within reason that the employee avail him-/herself to undertake other work at the request of the company.

**JOB REQUIREMENTS CRITERIA**

**Education**:

- Gr 12 / N3 with a building-related trade certificate (essential)
- Further Education qualification in Facilities Management or related field ( desirable)

**Relevant Experience**
- Minimum 3 years industry experience required in Facilities Management with management and technical emphasis (essential) Knowledge of MDA (desirable)

**Skills Required**:

- Ability to Speak, Read and Write English, will be beneficial.
- Ability to work as part of a team.
- A flexible approach to work.
- Attention to detail.
- Ability to prioritise own workload to meet deadlines.

**Knowledge**
- An understanding of Customer Care.
- An understanding of Health and Safety issues.
- Ability to analyze facts and exercise sound judgment in arriving at conclusions.
- Ability to develop long-term plans and programs and to evaluate work accomplishments.
- Ability to read and interpret documents
- Ability to define problems, collects data, establish facts, and draw valid conclusions.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.
- Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process;
- Ability to define problems, collects data, establish facts, and draw valid conclusions.
- Ability to solve practical problems an