The Assistant General Manager – Facilities is responsible for overseeing the operations, maintenance, and management of all facilities within an organisation. This role ensures that buildings, infrastructure, and related services run efficiently, are well maintained, and comply with safety regulations. Here is a general job description:
Key Responsibilities:
1) Strategic Facilities Planning & Operations:
a) Oversee the operation and maintenance of all buildings and facilities.
b) Ensure facilities are compliant with health, safety, and environmental regulations.
c) Manage repairs, renovations, and improvements for buildings and infrastructure.
d) Develop and implement a comprehensive facilities management strategy aligned with the organization’s goals.
e) Oversee the operation, maintenance, and repair of all mechanical, electrical, plumbing (MEP), and HVAC systems.
f) Ensure seamless operation of all essential services, including security, housekeeping, pest control, and landscaping.
g) Optimize space utilization and workplace efficiency to enhance productivity.
h) Lead sustainability initiatives, including energy conservation, green building certifications, and waste management.
i) Develop and execute business continuity and disaster recovery plans for emergencies.
2) Staff Management & Team Leadership:
a) Supervise and lead the facilities management team, including maintenance, cleaning, security, and administrative staff.
b) Train, develop, and evaluate team members to ensure high performance and customer satisfaction.
c) Lead, mentor, and manage a team of facility supervisors, maintenance personnel, security staff, and support personnel.
d) Conduct performance reviews, training, and skill development programs for staff.
e) Foster a culture of excellence, accountability, and continuous improvement.
f) Assign responsibilities and ensure the team follows best practices in facility management.
3) Budgeting & Financial Oversight:
a) Develop and manage the facilities budget, ensuring cost-effective solutions for maintenance, repairs, and service contracts.
b) Monitor expenses and ensure financial goals are met.
c) Prepare, manage, and track the facilities management budget, ensuring cost effectiveness.
d) Analyze financial reports and identify opportunities for cost savings.
e) Negotiate contracts with vendors and suppliers to obtain competitive pricing.
f) Approve invoices and ensure timely payments while maintaining financial accountability.
4) Vendor and Contract Management:
a) Identify, evaluate, and negotiate contracts with service providers for maintenance, security, cleaning, catering, and other facility-related services.
b) Monitor vendor performance through Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
c) Ensure compliance with contractual obligations and enforce quality control measures.
d) Ensure that services meet organizational standards and comply with contracts.
e) Manage relationships with regulatory authorities, landlords, and property management firms.
- Compliance, Safety, & Risk Management:
a) Ensure that facilities meet health and safety standards and regulations.
b) Conduct regular audits and risk assessments to identify and address potential hazards.
c) Ensure all facility operations comply with local, state, and federal safety regulations, including fire safety, and environmental standards.
d) Conduct regular safety inspections, risk assessments, and audits to maintain high safety standards.
e) Develop emergency response plans, including fire evacuation, crisis management, and disaster recovery strategies.
f) Oversee workplace security, ensuring access control, CCTV monitoring, and incident management.
g) Implement measures to prevent workplace hazards and promote a safe working environment. - Space Management and Planning:
a) Oversee space planning and allocation to optimize the use of office and building space.
b) Manage relocations, office setups, and changes to accommodate business needs. - Customer & Stakeholder Engagement:
a) Serve as the primary point of contact for facility-related concerns raised by employees, tenants, or clients.
b) Address and resolve issues related to office infrastructure, utilities, and workplace amenities.
c) Conduct regular meetings with key stakeholders to gather feedback and improve services.
d) Enhance workplace experience by ensuring well-maintained, aesthetically pleasing, and functional workspaces. - Technology & Process Optimization:
a) Implement and oversee the use of Facility Management Software (FMS) for tracking work orders, asset management, and preventive maintenance scheduling.
b) Leverage automation, IoT, and AI-driven solutions to enhance facility management efficiency.
c) Maintain accurate records of facility assets, warranties, maintenance schedules, and compliance documentation.
d) Analyze performance metrics and suggest process improvements. - Sustainability and Energy Management:
a) Implement energy-saving initiatives and sustainability practices to reduce costs and environmental impact.
b) Monitor energy consumption and advise on improvements for efficiency.
- Emergency Preparedness:
a) Develop and implement emergency preparedness plans for building occupants, including fire drills, evacuation procedures, and disaster recovery plans.
11) Reporting and Documentation:
a) Provide regular reports to senior management on the status of facilities, maintenance activities, and any major issues.
b) Maintain accurate records for facility operations, maintenance, and compliance documentation.
