Assistant Facilities Manager

The Assistant Facilities Manager will oversee several soft services – example, Janitorial, Transportation, Cafeteria, Pantry Services, Reception Services, Waste Management, Landscaping, and manage the staff's/ vendors s performance delivery. The focus is primarily on ensuring a first-rate customer experience at all times, working closely between operations and clients to embed experience across all our site services. The Soft Services Manager will oversee all non-technical facility operations while upholding strict compliance with Singapore's Workplace Safety and Health Act (WSHA). This role is also responsible for driving a zero-harm safety culture across cleaning, security, pest control, and landscaping operations, ensuring all vendors and in-house teams adhere to MOM and NEA regulations

Job Description

• Planning and scheduling of preventive and corrective maintenance activities for GMP Manufacturing facility space.
• Coordinates with service providers:
• Janitorial Services: Routine office cleaning, deep carpet cleaning, window washing, and sanitisation.
• Commercial Security: Security guards, access control monitoring, visitor management, and CCTV surveillance.
• Waste Management: Trash removal, recycling programs, electronic waste (e-waste) disposal, and hazardous waste handling.
• Front-of-House: Professional receptionists, lobby management, switchboard operations, and concierge services.
• Catering & Hospitality: Cafeteria management, executive dining services, office coffee/pantry supply, and event catering.
• Pest Control: Preventative treatments, active eradication, wildlife management, and regular pest inspections.
• Landscaping & Grounds: Lawn mowing, indoor plant maintenance, tree trimming, and exterior weed control.
• Mailroom & Logistics: Courier tracking, sorting incoming/outgoing mail, parcel distribution, and shipping management.
• Space Optimization: Workplace seating layouts, move management (internal shifting), and desk booking support.
• Corporate Wellness: Gym/fitness center management, ergonomic office assessments, and wellness room upkeep.
• Laundry & Linen: Uniform cleaning, towel service for gyms, and executive suite linen maintenance.
  
  

• Performs routine site inspections to ensure all office space and infrastructure in good condition.
• To ensure timely renewal of maintenance and/or service contracts with vendors.
• To ensure works carried out by contractors/service providers has been completed satisfactorily and follow up on any deficiencies, if any.
• Assists request/complains by employees on facilities need
• Works closely with clients and suppliers onsite to identify their facility-related enquiries and requirements.
• Maintains a safe and risk-free GMP space environment by following procedures, rules and regulations.
• Responsible for handling incoming and outgoing calls including distribution of any messages.
• Receive, inform and guide visitors including co-ordination with client employees.
• Provide assistance in general administrative activities and any other duties
• Participate as a team member in responses to emergency situations for facilities matters
• Directing first-line complaints in regards to soft services to Facilities Management team
• Ensure compliance with all governmental regulations on behalf of the client.
• Prepare monthly management report.
• Ensure effective completion of all incident reports.
• Ensure compliance with Jones Lang LaSalle minimum audit standards.
• Manage end user expectations and requirement.
• Obtain regular updates from supervisors (of soft services vendors) through weekly/daily briefings to have an overview of the operations of the site.
• Provide assistance to users as and when required.