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Assistant Facilities Manager Job Description

Position: Assistant Facilities Manager (Site Lead)
Reports to: Head of Operations
Location: Malaysia

Position Overview

The Assistant Facilities Manager serves as the site lead responsible for managing a dedicated facilities team and overseeing comprehensive office operations in Malaysia. This leadership role combines team management responsibilities with strategic facilities oversight, ensuring operational excellence, regulatory compliance, and optimal workplace experience for all occupants.

Key Responsibilities

Team Leadership and Management Lead and supervise a facilities team including maintenance technicians, administrative support staff, and contracted personnel. Conduct regular performance reviews, provide coaching and development opportunities, and manage team scheduling to ensure adequate coverage. Foster a collaborative team environment focused on service excellence and continuous improvement. Coordinate training programs to enhance team skills and ensure compliance with safety protocols.

Strategic Facilities Operations Develop and implement comprehensive facilities management strategies aligned with business objectives. Oversee daily operations including building maintenance, HVAC systems, electrical infrastructure, and general office functionality. Establish key performance indicators for facilities operations and regularly report on metrics including response times, cost efficiency, and occupant satisfaction levels.

Regulatory Compliance and Risk Management Ensure full compliance with Malaysian building regulations, Occupational Safety and Health Act (OSHA) requirements, Fire Services Department regulations, and local municipal bylaws. Lead coordination with regulatory authorities for inspections, permit renewals, and compliance audits. Develop and maintain comprehensive emergency response procedures and conduct regular safety drills. Manage risk assessment processes and implement mitigation strategies.

Vendor Management and Procurement Leadership Oversee relationships with major service providers including cleaning companies, security firms, maintenance contractors, and utility providers. Lead contract negotiations, establish service level agreements, and monitor vendor performance against established standards. Coordinate procurement activities and manage vendor onboarding processes. Ensure cost optimization while maintaining service quality standards.

Budget Management and Financial Oversight Manage facilities operating budget including utilities, maintenance contracts, and capital expenditure planning. Prepare monthly financial reports, track expenses against approved budgets, and identify cost optimization opportunities. Lead budget planning sessions with Head of Operations and provide recommendations for resource allocation and strategic investments.

Space Planning and Project Management Direct office space optimization projects including layout reconfigurations, expansion initiatives, and renovation projects. Coordinate with building management for major works and ensure proper approvals from relevant Malaysian authorities. Oversee workplace services including meeting room management, pantry operations, parking coordination, and employee amenity programs.

Technology Infrastructure and Security Oversee installation, maintenance, and upgrades of security systems, access control, CCTV surveillance, and fire safety systems. Coordinate with IT teams on infrastructure support including connectivity, phone systems, and audio-visual equipment. Ensure backup power systems and business continuity measures are operational and regularly tested.

Required Qualifications

Bachelor's degree in Facilities Management, Engineering, Business Administration, or related field. Minimum five to seven years of experience in facilities management with at least three years in team leadership roles within Malaysian commercial office environments. Proven track record of managing facilities teams and delivering operational excellence in complex office settings.

Leadership and Management Skills

Strong leadership capabilities with experience managing diverse teams in Malaysian multicultural workplace environment. Excellent coaching and development skills with ability to build high-performing teams. Strategic thinking abilities with focus on operational efficiency and continuous improvement. Strong decision-making skills and ability to manage multiple priorities simultaneously.

Technical and Professional Competencies

Fluency in English and Bahasa Malaysia; proficiency in Chinese dialects highly advantageous for stakeholder management. Deep understanding of Malaysian building codes, safety regulations, employment law, and local business practices. Advanced proficiency in facilities management software, project management tools, and Microsoft Office Suite. Strong financial acumen with budget management and cost analysis experience.

Stakeholder Management

Excellent communication and presentation skills for interaction with senior management, employees, government officials, and external service providers. Cultural sensitivity and understanding of Malaysian business etiquette and workplace expectations. Ability to represent the organization professionally in various business and regulatory contexts.

Additional Requirements

Valid Malaysian driving license with ability to travel between multiple office locations. Physical capability to conduct comprehensive facility inspections and lead emergency response activities. Flexibility to respond to after-hours emergencies and support critical business operations. Professional certifications in facilities management or related fields preferred.

Career Development Opportunity

This role offers significant growth potential within Malaysia's expanding commercial real estate sector, providing exposure to strategic facilities management, team leadership, and operational excellence in a dynamic multicultural business environment.

sAssistant Facilities Maesponsibilities with strategic facilities oversight, ensuring operational excellence, regulatory compliance, and optimal workplace experience for all occupants.

Key Responsibilities

Team Leadership and Management Lead and supervise a facilities team including maintenance technicians, administrative support staff, and contracted personnel. Conduct regular performance reviews, provide coaching and development opportunities, and manage team scheduling to ensure adequate coverage. Foster a collaborative team environment focused on service excellence and continuous improvement. Coordinate training programs to enhance team skills and ensure compliance with safety protocols.

Strategi

Location:

On-site –Kuala Lumpur, Malaysia

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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