The Assistant Facilities Manager is responsible for supporting the Operations Manager in overseeing the day-to-day operational management of the centre and its facilities. The role ensures that all buildings, equipment, and operational systems are maintained in optimal working condition while ensuring compliance with health, safety, and environmental regulations.

The incumbent plays a key role in coordinating maintenance activities, managing contractors and vendors, monitoring operational performance against budgets, and ensuring that tenants and customers receive a safe and well-maintained environment. The role also supports operational planning, reporting, and the implementation of operational policies and procedures to ensure efficient and compliant centre operations.

Key Responsibilities

Operations and Facility Management

Provide operational support to ensure the efficient management and maintenance of the centre and its facilities.

• Assist with the day-to-day operations of the centre and facilities.
• Coordinate maintenance activities and ensure that buildings and infrastructure are properly maintained.
• Ensure that plumbing, electrical, air-conditioning, fire systems, mechanical systems, security, cleaning services, gardens, and indoor plants are functioning effectively.
• Conduct regular inspections of facilities to assess operational needs and identify improvement opportunities.
• Ensure that facilities remain clean, safe, secure, and in good repair at all times.

Maintenance and Contractor Coordination

Coordinate maintenance activities and manage relationships with service providers and contractors.

• Arrange and coordinate third-party maintenance services including contractors, suppliers, and vendors.
• Liaise with contractors on a daily basis to ensure maintenance work is completed according to agreed standards.
• Assist with troubleshooting operational or equipment issues and coordinate corrective actions.
• Support equipment installation and testing where required.
• Respond to emergency maintenance call-outs when necessary.

Tenant and Stakeholder Management

Maintain positive relationships with tenants and ensure operational concerns are addressed effectively.

• Liaise with tenants regarding operational or maintenance issues.
• Respond timeously to tenant complaints and service requests.
• Ensure tenant satisfaction by addressing operational concerns and escalating issues where necessary.
• Ensure compliance with the centre’s approved Tenant Criteria Document during tenant installations.

Compliance and Health & Safety

Ensure that the centre operates in accordance with health, safety, and environmental regulations.

• Assist in ensuring compliance with organisational policies, procedures, and regulatory requirements.
• Conduct Occupational Health and Safety inspections as per departmental schedules.
• Assist in implementing OSHA and other safety requirements within the centre.
• Identify and report instances of non-compliance or unsafe working conditions.

Financial and Administrative Support

Provide administrative and financial support related to operational activities.

• Monitor operational expenditure in line with approved budgets.
• Review supporting documentation and submit invoices for payment processing.
• Pre-approve and review invoices to prevent overpayments or duplicate payments.
• Ensure payments are approved in accordance with procurement policies.
• Assist with resolving vendor billing discrepancies.

Reporting and Operational Planning

Support operational planning and reporting processes.

• Provide input for the preparation of monthly management reports.
• Maintain operational records and documentation.
• Assist the Operations Manager with business planning and budgeting processes.
• Attend operational meetings and contribute to discussions regarding improvements.

Team Support and Operational Coordination

Support the operations team in maintaining efficient day-to-day centre operations.

• Assist centre management and personnel with daily operational activities.
• Arrange and coordinate operational meetings with relevant teams.
• Ensure staff are informed about operational changes and procedural updates.
• Complete ad-hoc duties and special projects as assigned by the Operations Manager.