Assistant Facility Manager

Job Summary:

The Technical Site Executive is responsible for overseeing and managing the day-to-day technical operations of facilities, ensuring a safe, efficient, and well-maintained environment. This role requires strong technical knowledge, organizational skills, and the ability to manage multiple tasks while adhering to strict service level agreements.

Key Responsibilities:

Engineering Operations:

• Maintain and operate all electrical and electronic equipment installed
• Ensure 100% compliance with equipment Operating & Maintenance instructions
• Manage and operate equipments where applicable
• Prevent disruptions due to lack of maintenance and operations

Incident Management and Reporting:

• Report critical disruptions within 5 minutes and other equipment failures within 15 minutes
• Complete and submit incident reports within 24 hours for all equipment breakdowns or failures
• Respond to major incidents within 2 hours

Preventive Maintenance and AMC Management:

• Implement annual AMC schedules, ensuring completion within the proposed timeframe
• Execute a 52-week Planned Preventive Maintenance (PPM) schedule
• Coordinate with vendors for timely execution of maintenance activities
• Notify SPOC about contract renewals 90 days in advance

Inventory Management:

• Manage and update inventory of consumables for Engineering & Maintenance and BMS equipment
• Participate in monthly audits of consumables inventory
• Ensure accurate record-keeping and reporting of inventory status

Documentation and Record Keeping:

• Maintain up-to-date documentation for all building maintenance activities
• Ensure all records, service reports, and registers are accurate and ready for audits
• Participate in at least 4 audits per month on a sample basis

Premises Repairs and Maintenance:

• Coordinate and monitor all scheduled repair activities for premises
• Ensure proper vendor follow-up for site mobilization and completion
• Report on repair activities closure as per Statement of Work (SOW)

24/7 Maintenance Coverage:

• Provide round-the-clock maintenance coverage for engineering services
• Attend to and log all calls requiring Operations & Maintenance assistance in the FM Helpdesk

Utility Management:

• Assist in managing utilities including electricity supply and diesel consumption
• Implement measures for reducing power consumption without impacting service levels
• Conduct monthly evaluations of energy consumption and track against set targets
• Contribute to monthly consumption reports with savings analysis

Building Fabric Maintenance:

• Oversee the maintenance of building fabrics, including internal fixtures, fittings, furniture, partitions, doors, floor coverings, and decorations
• Highlight snags and follow up on their resolution within agreed timeframes

Training and Development:

• Participate in monthly process trainings on defined processes, policies, and technical knowledge
• Attend managerial trainings on resource optimization, prioritization, and project management

Documentation and Process Improvement:

• Assist in developing and maintaining Standard Operating Procedures (SOPs) and Work Instruction Manuals (WIMs) for technical services
• Contribute to the Disaster Recovery and Business Continuity Plans
• Suggest improvements for process efficiency

Compliance and Audits:

• Ensure compliance with regulatory, labor, and environmental regulations
• Participate in audits, striving to avoid major or repeat deviations
• Maintain necessary compliance certificates and documentation

Health and Safety:

• Implement proper safety procedures for all maintenance activities
• Ensure compliance with health and safety regulations in all technical operations

Reporting and Communication:

• Prepare daily and weekly reports on technical services activities
• Communicate effectively with representatives and other stakeholders
• Escalate issues promptly and appropriately

Other Regular requirements:

• Preparing and submission of MMR
• Preparing daily report and sharing with client
• Ensure all JLL POs are in place before executing jobs
• Ensure all monthly reports are shared in time
• Review of incident report before sharing with client
• Ensure JLL Tools ( E Fit ) implementation and track closures
• Ensure all data is uploaded in CMMS as per timelines
• Ensure all R&M related activities are monitored
• Ensure to have weekly meetings with team and share MOM
• Close monitoring of tickets and ensure closed within TAT
• Ensure faade cleaning and water tank cleaning is completed as per schedule
• Closely monitor PPM activities and ensure completion as per schedule
• Approving invoices in CAAPS with necessary evidence
• Review of pantry and HK, PH consumable and ensure there are no shortages and internal transfer of material
• Working on Site SLA/KPI and ensure submission is done on time
• Ensure risks are always highlighted and taken care.
• Ensure all Audit and compliance documents are updated and available for review as required by client.
• Ensure 52 weeks calendars is updated and evidences are shared as per timelines.

Requirements:

• Diploma or Bachelor's degree in Electrical/Mechanical Engineering or related technical field
• 3+ years of experience in facility management with a focus on technical services
• Strong knowledge of BMS, HVAC, electrical systems, and other building technologies
• Familiarity with energy management and conservation techniques
• Excellent problem-solving and analytical skills
• Strong organizational and multitasking abilities
• Proficiency in MS Office and facility management software
• Knowledge of relevant regulatory compliance requirements
• Ability to work flexible hours, including on-call duties
• Good communication and interpersonal skills
• Experience in vendor management

This position requires a proactive individual with technical expertise who can effectively manage multiple aspects of facility operations while ensuring adherence to service level agreements and maintaining high standards of safety and efficiency.

Location:

Scheduled Weekly Hours: