Job Title

Assistant Facility Manager:

Job Description Summary

The specific responsibilities and deliverables of the Assistant Facilities Management function will vary depending on factors such as the complexity, scale, location, and number of assigned sites and/or included scope of services, however the general principles and summary expectations of the Facilities Management role can be described as follows.
In general terms the Assistant Facilities Manager is responsible for supporting the Facilities Manager and/or Facilities Management Team with the effective planning, coordination, delivery, execution, and oversight of site based in-scope facilities management and workplace support services for the assigned site/s and/or locations. This will primarily be associated with keeping the assigned portfolio compliant (with all relevant laws, regulations, and applicable policies and guidelines), safe, healthy and in a well-maintained and serviceable condition in keeping with the specific requirements and expectations of the project.

Depending on the requirements of the project, the Assistant Facilities Manager may work independently or as part of an integrated service delivery team. The Assistant Facilities Manager will be responsible and accountable for the successful delivery of the assigned tasks, functions, duties, and responsibilities.

The Assistant Facilities Manager will work with related stakeholders, including the Customer group and associated community of service-consumers, other Facilities and Operation’s Managers and staff, the C&W leadership team, and associated supporting teams and collaborators (including advisers, vendors, and other subject matter experts), to oversee, support and deliver the assigned range of site related outcomes and services.

Attention to detail, high-quality outcomes and consistently on-time/on-target results will be key performance measures and expected deliverables for this role. As the role of the Assistant Facilities Manager is part of the client-facing team, relevant attributes and experience including stakeholder communications (written and oral), relationship management, problem-solving, decision making, customer service, presentation and all aspects of leadership and accountability will be essential.

Job Description:

Responsibilities

• Within the scope of the assigned remit, assist the FM team to take all practical actions to keep the assigned portfolio compliant with all relevant laws, regulations, and applicable policies and guidelines.

• Within the scope of the assigned remit, assist the FM team to take all practical actions to keep the assigned portfolio safe, healthy and in a well-maintained and serviceable condition in keeping with the specific performance requirements and expectations of the project.

• Assist the FM team to respond promptly, effectively, and competently, taking such action/s as needed or necessary (within the assigned limits of delegated authority), to all identified risks, hazards, risk-events, impairments, incidents, and emergencies as may, from time-to-time, befall or impact the assigned portfolio.

• Assist with the preparation, planning, and delivery all aspects of the Site Facilities Management and Operations Plan (or equivalent) - including inspection, maintenance (responsive and planned) and upkeep against agreed standards of the assigned site/s (including related assets, buildings, equipment, and features).

• Assist with the management of the downstream supply-chain for all in-scope included services and supplies (including initiation, contracting and maintenance of Supplier relationships and all aspects of Supplier administration and management).

• Assist with the development, preparation, and presentation of facilities and site-related management reporting including site status, performance, incident, cost, budget, service delivery and management reports (for both internal, C&W and external, Client facing purposes)

• Assist with the preparation, planning and reporting on all elements cost and expense control including budget estimation, tracking, and reporting of actuals and budgets (whether OPEX and/or CAPEX related).

• Assist with the management of the commercial contracting and commitment process as it relates to in-scope services and supplies (including negotiation, proposing and maintenance of supply arrangements, overseeing the relevant Procure-to-Pay processes (“Manager/Authoriser” role in the commitment, work-order, purchase-request, purchase-order, goods/service receipt and vendor payment).

• Wherever possible, provide specialist knowledge, advice, and expertise in support of C&W’s commitments and responsibilities.

• Assist as directed with all in-scope aspects of facilities administration and related documentation control including preparation, upkeep, storage, and retrieval of all facilities related documentation (manuals, plans, drawings, reports, guidelines, procedures, directions and the like).

• Assist the FM team to maintain a high-level of Customer Engagement (including meeting the assigned targets for Customer Satisfaction) with all levels of the customer stakeholder group.

• From time-to-time, carry out other tasks, duties and responsibilities as may be needed, assigned, or instructed, within the reasonable requirements and needs of the business.

Qualifications & Requirements

• Relevant Qualifications / Certifications in FM related topics, such as Mechanical/ Electrical Engineering, Building/ Facilities/ Real Estate Management are preferred

• 3+ years of relevant experience in comparable roles (including developmental roles)

• Possess a developing knowledge of building systems and property operations (such as mechanical, electrical, plumbing, building management and control and/or related systems knowledge and competencies)

• Good written and oral communication and presentation skills (ideally multi-lingual)

• Demonstrable leadership experience with high-performing teams

INCO: “Cushman & Wakefield”