Assistant Facilities Manager

Job Scope: Assistance Facilities Manager

Reporting Structure

Reports directly to Facilities Manager

Purpose of Role

The AFM serves as the primary liaison between client's stores, service vendors, and landlords to ensure seamless facility operations across the retail network. This role encompasses comprehensive maintenance scheduling, vendor coordination, and operational support to maintain optimal store environments while managing costs and compliance requirements.

Duties and Responsibilities

Principal Accountabilities

• Maintenance Planning & Execution Develop and maintain the annual 52-week maintenance schedule for all planned maintenance activities, ensuring adherence to scheduled completion dates and optimal facility performance across all locations.

• Service Operations Management Monitor and coordinate daily service operations through the Service Channel platform, managing work order flows from stores and tracking vendor completion status to ensure timely resolution of facility issues.

• Technician & Vendor Coordination Oversee daily work scheduling for roving technicians by consolidating store work orders and coordinating repair activities between vendors, store managers, and landlords to minimize operational disruption.

• Financial Management & Reporting Prepare cost estimates for repair work, maintain weekly cost summaries, and ensure all facility works remain within approved budgets while providing accurate financial reporting to the client management.

• Stakeholder Communication Facilitate regular communication with the client management through weekly updates, monthly management meetings, and APAC regional meetings, ensuring transparency in facility operations and performance metrics.

Key Duties & Responsibilities

Daily Operations:

• Monitor Service Channel for new work orders from stores and vendor completion updates.

• Coordinate and assign daily work schedules for roving technicians.

• Ensure prompt vendor follow-up on service channel work orders.

• Maintain current status updates for all active work orders.

• To be on-standby before and after store operational hours in case of Emergency (Call Centre)

Planning & Documentation:

• Prepare comprehensive quotations for repair and maintenance work.
• Maintain accurate asset lists for all store locations.
• Coordinate with landlords to obtain monthly air conditioning service schedules and reports.
• Ensure proper permit applications with landlords prior to work commencement

Meeting & Reporting Functions:

• Prepare and participate in weekly update meetings with the client Facilities Management.
• Conduct weekly Service Channel work order review meetings with the client stakeholders.
• Contribute to monthly management meetings and APAC regional communications.
• Generate weekly cost summary reports for management review

Compliance & Coordination:

• Ensure all facility works comply with landlord requirements and building regulations.
• Coordinate complex repair projects involving multiple stakeholders including vendors, store management, and property owners.
• Complete additional ad-hoc assignments as delegated by management.
• Assist the Authority on any initiatives implemented in the Premises (e.g. Smart Locker administrative processes, etc.,)
• Assist with the programming of Video Wall contents and Welcome message for the LED strip, as required by the Authority.