Assistant Facility Manager

Job Summary To provide Facility Management Backoffice assistance for assigned alternative assets in order to ensure that all properties undertaken are managed efficiently and effectively and meet all requirements and quality parameters in accordance with the established policies and procedures Key Accountabilities 1 Discuss agree with the Head or Facility Management about the KPIs of the vendors 2 Review the performance of the vendors based on the set KPIs 3 Responsible to follow and monitor operations plan across the various projects 4 Monitor LPOs for all repairs and maintenance works in CB Alternative assets buildings and properties 5 Reviewing all FM reports Technical report completion report damage report incident report etc 6 Monitor and keep records of all contracts 7 Monitor OPEX and CAPEX budget utilization 8 Handle the coordination with Procurement 9 Submission of monthly financial reports such as but not limited to budget utilization accruals spend category and payment schedules status 10 Process vendor invoices for all completed maintenance and repair works 11 Technical proficiency 12 Oversee and supervise the QHSE Ensure that all employees are performing their tasks safely correctly efficiently and effectively 13 Experience in QCD permit requirements and Renewal process 14 Meet and exceed targets set by upper management 15 Review and monitoring of current processes to optimize efficiency 16 Reviewing and approving the PPM plan with making sure to meet the standards 17 Review commercial and technical proposal Monitoring and Control Monitor and report on budgets to the line manager as per the agreed timelines and reporting formats Ensure thorough monitoring and control of the FM documentation in order to secure the compliance with quality standards and meeting the stakeholders needs Monitor KPI for various vendors and make sure are met as a minimum Continuous Improvement Contribute to the identification of opportunities for continuous improvement of processes and practices considering international leading practice improvement of business processes cost reduction and productivity improvement Policies Systems Processes Procedures Follow all relevant departmental policies processes standard operating procedures and instructions so that work is carried out in a controlled and consistent manner Statements and Reports Prepare all related required reports and evaluations for various activities Produce handover report to related stakeholders Quality Health Safety Environment Ensure all relevant quality health safety and environmental procedures instructions and controls are adhered to so that the safety of employees quality of products services and environmental compliance can be guaranteed