Assistant Manager

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JOB PURPOSE

To liaise with the Property Manager and outsourced FM technical services Manager on site in the planning and execution of day-to-day facilities management services; planning and coordinating all construction; renovation; defects rectification and other related capital improvement projects for The Boardwalk. Supervise and oversee the works of all appointed service providers in the areas of M&E and HVAC maintenance services, housekeeping, waste management, pest control, landscaping, and parking.

KEY RESULT AREAS / RESPONSIBILITIES

Facility Management

• Act as a source of information with respect to facilities services and provide advice to Management on changes that could have operational impact.
• Lead and/or attend selected departmental / sectional operations meeting to address all facilities-related issues.
• Monitor daily work orders, service requests, and complaints handling to ensure all logged cases handled by service providers are attended to swiftly and efficiently. Review close-out reports and audit delivery methods and processes for continuous improvements.
• Investigate building and facilities related defects, including breakage, leakage, and any other damages and co-ordinate with various internal and external parties to ensure quick resolution to problem with minimum interference to operations. Prepare insurance claim notifications (if applicable).
• Coordinate capital improvement and tenant fit-out projects to ensure all prerequisites are met before commencement of work, and all house rules are fully adhered to during the entire course of the project.
• Monitor and track each job, ensuring that work order is properly raised, inspection and close-outs documented.
• Attend all project review and technical meetings for the purpose of discussing job progress and resolving problem areas.
• Investigate on complaints lodged by end users and continue to monitor until full resolution of issues.
• Prepare Standard Operating Procedures, work instructions, guidelines, and form templates for newly set-up sections within the department. Ensure existing SOPs are prepared in accordance to quality guidelines.
• Monitor service providers work daily and conduct Vendor Quality Assessment. Review and make recommendations on the renewal of all other facilities-related contracts.
• Make purchase recommendations and identify cost effective purchasing alternatives. Review vendor price quotes and statements of work. Interview and select new vendors.
• Review and process all facilities' purchase requisitions for goods and services, and prepare accompanying justification.
• Analyze parking demands and identify suitable congestion management strategies for further improvements and implementation.
• Ensure dock facility is managed properly so that there is no interruption to docking schedules. Monitor support level given by dock crews to tenants and contractors on their merchandize / material movements in and out of the site.
• Work with Safety Officer to ensure site is fully-compliant with authorities' rules and regulations, including but not limited to coordination of emergency drills, awareness campaigns, and preparedness trainings.

Liaison with Tenants

• Liaise regularly with Tenants on all building-related matters, in particular issues that affect their operations;
• Attend to and resolve tenants' complaints quickly, to reduce impacts to their operations;
• Provide technical support in building-related matters to the tenants when required to do so;
• Liaise regularly with tenants' FM teams to ensure that the building and its systems are operated efficiently and are well maintained;
• Check the performance of the FM Contractor in their contractual and SLA commitments;
• Conduct assessments of the preventative maintenance carried out by the FM Contractor and feedback to Tenants

Asset Monitoring

• Monitor the health of the buildings/properties owned or operated by TEG/Maxwell Assets;
• Carry out regular inspections on cleanliness, plant & equipment operations, etc. to ensure efficient operations;
• Conduct regular assessments on the building and plant & equipment to establish repairs and improvements required;
• Liaise with regulatory bodies where necessary for licensing, permits and statutory compliances;
• Ensure compliances of building by-laws and regulatory requirements;

Project Management

• Manage projects related to buildings upgrading, repairs and improvements;
• Plan & execute upgrading, repairs and improvement works;
• Liaise with Central Purchasing Department (for procurement);
• Oversee consultants' and contractors' work;
• Prepare written requests for internal approvals;
• Report regularly on progress of work;
• Verify that work done is acceptable.

Planning & Budgeting

• Plan annual building improvements/upgrading and repair works, and work out or obtain costs estimates for these;
• Submit plans for the improvements and upgrading works to management for approval;
• Prepare annual budgets for the maintenance, upkeep, repairs, improvements and upgrading of the buildings;
• Report on expenditure against budget, so that ad hoc call for funds is reduced.

Record-keeping

• Maintain records of buildings, including statutory approvals, as-built drawings and O&M manuals for all TEG/Maxwell Assets' properties;
• Maintain records of all building assessments carried out;
• Maintain records of upgrading, repairs and improvements carried out, including costs and time.

OSH Management

• To oversee, streamline and simplify EHS programs and processes for tenants and business units as well as identify gaps in existing mechanism.
• To assist and advice EHS improvement projects within the site.
• To assist and partnering with Group Safety define strategies, create actions and implements programs to mitigate incident and injury free operations and meeting the regulatory compliance.
• Guide Safety Officer to develop and administers all building activities related to compliance with the OSHA Management standard(s).
• Oversees the emergency response plan and execution of contact for information management, communication level, resource management and response coordination for site.
• To follow up with Safety Officer on constantly changing laws and regulations and provides guidance to the building interpreting of the requirements and develops programs to meet the regulations.
• To oversee Safety Officer on building relationships with local and state authorities to maintain and create smooth platform.
• Oversees on developing and implementing electronic document management systems for all Health Environment and Safety process and procedures.
• Oversees risk management at the facility and loss control audits.

JOB SPECIFICATION

MINIMUM ACADEMIC/PROFESSIONAL QUALIFICATION

Minimum qualification requirement is Bachelor's Degree in Facility Management or equivalent.

RELATED EXPERIENCE

Minimum 8 years overall facilities management experience, with at least 5 years managing complex or commercial buildings preferred.

• Competency mechanical and electrical technical skills and knowledge is a requisite.
• Be experienced in building maintenance and facilities management scope of work.
• Experience in working with technical contractors and vendor.
• Candidates must competent and be able to actively participate hands on in all aspects of facility operations.
• Have good communication skills and be able to deal with various end users, tenants and stakeholders.
• Competent problem solving skills.
• Able to work during weekends, public holidays and flexi hours as required.
• Pro-active and results oriented
• Good interpersonal skills with strong analytical and trouble-shooting capabilities.
• Able to work independently with minimum supervision.
• Have the knowledge in Facilities Management.
• Good command in both spoken and written English and Bahasa Malaysia.
• Proficient in Microsoft Office.
• Ability work independently and as a team.
• Possess good interpersonal skills, ability to interact with all levels
• Ability to work on own initiatives and to operate under tight schedules and deadlines.
• Competency in FM costs management will be an added advantage.

COMPETENCIES (BEHAVIOURAL)

• Dedicated and trustworthy
• Diligent and self-motivated
• Works with integrity
• Upholds organizational values
• Has a strong sense of responsibility

• Associate

• Full-time

• Engineering and Other
• Industries
• Education