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Position: Assistant Facilities Manager Location: Petaling Jaya, Malaysia
Department: Facilities Management
Portfolio Scope: Approximately 90,000 square feet
Team Leadership: 2 direct reports + vendor management

Position Summary

The Assistant Facilities Manager will lead the comprehensive management and optimization of approximately 90,000 square feet of internal workspace on behalf of our client in Petaling Jaya. This supervisory role requires strategic space planning expertise, team leadership capabilities, and vendor management skills to deliver operational excellence across the entire portfolio while leading a team of 2 facilities staff and coordinating multiple service vendors.

Key Responsibilities

Team Leadership & Staff Management

Supervise and develop a team of 2 facilities staff including performance management, training coordination, and professional development planning

Conduct monthly one-on-one meetings and quarterly performance reviews to ensure team alignment with client objectives and service standards

Delegate daily operational tasks effectively while maintaining oversight of critical facility functions and emergency response procedures

Foster collaborative team environment and provide mentorship to junior staff members to build internal capabilities

Vendor Management & Service Coordination

Manage relationships with service vendors including cleaning services, maintenance contractors, landscaping, and specialized technical providers

Negotiate service level agreements, monitor vendor performance against established KPIs, and conduct quarterly vendor review meetings

Coordinate vendor scheduling and ensure seamless service delivery across the 90K SF facility with minimal disruption to business operations

Manage vendor invoicing processes and budget compliance, ensuring cost-effective service delivery within approved parameters

Strategic Space Management (90K SF Portfolio)

Oversee comprehensive facility operations for 90,000 square feet across multiple business units and departments

Lead strategic space planning initiatives including utilization analysis, capacity forecasting, and optimization recommendations for maximum efficiency

Develop and implement space allocation policies and procedures to support business growth, organizational changes, and departmental restructuring

Prepare detailed monthly portfolio reports including occupancy metrics, space efficiency analysis, and cost per square foot performance indicators

Project Leadership & Coordination

Lead space modification projects including office buildouts, floor reconfigurations, and infrastructure upgrades

Coordinate with internal teams, external consultants, and contractors to deliver projects within scope, budget, and timeline requirements

Ensure all modifications comply with Malaysian building regulations, fire safety codes, and corporate workplace standards throughout the 90K SF facility

Manage project communications with client stakeholders and provide regular progress updates to senior leadership

Client Relationship & Service Excellence

Serve as primary facilities liaison for client executive team, providing strategic counsel on space optimization, cost management, and operational improvements

Participate in bi-weekly client meetings to review facility performance, discuss emerging requirements, and present improvement initiatives

Prepare comprehensive quarterly business reviews including space utilization trends, financial performance analysis, and strategic recommendations

Maintain 95% client satisfaction rating through proactive service delivery and responsive issue resolution

Financial Management & Budget Oversight

Manage annual facilities budget for the 90K SF portfolio including operational expenses and capital improvements

Oversee monthly financial reconciliation, vendor payment processing, and departmental cost allocation across multiple business units

Identify cost optimization opportunities through space efficiency improvements, vendor negotiations, and operational enhancements

Prepare detailed financial analysis and reporting on space costs, utilization metrics, and return on investment for facility improvements

Operational Excellence & Compliance

Maintain comprehensive facility management systems including floor plans, asset databases, and occupancy tracking for the entire 90K SF portfolio

Ensure compliance with all Malaysian workplace safety regulations, building codes, and environmental standards

Develop and maintain emergency response procedures, business continuity plans, and staff evacuation protocols

Coordinate preventive maintenance programs and infrastructure monitoring to ensure optimal facility performance and longevity

Required Qualifications

Leadership & Management Experience

Bachelor's degree in Facility Management, Engineering, Business Administration, or related field

Minimum 4-6 years of facilities management experience with at least 2 years in supervisory capacity managing teams and vendor relationships

Proven track record managing large commercial office facilities (minimum 75,000 SF) with demonstrated success in team leadership and performance management

Experience managing annual budgets and coordinating multiple concurrent projects

Technical & Systems Expertise

Advanced proficiency in facility management information systems (FMIS), space planning software (AutoCAD, Revit), and Microsoft Office Suite

Strong understanding of Malaysian building codes, fire safety regulations, and occupational health and safety requirements

Knowledge of integrated workplace management systems (IWMS) and advanced space analytics tools

Experience with project management methodologies and vendor performance management systems

Core Leadership Competencies

Demonstrated ability to lead, motivate, and develop facilities teams while maintaining high performance standards and service quality

Excellent vendor negotiation and relationship management skills with experience managing multiple service contracts simultaneously

Strong client relationship management abilities with proven success in stakeholder engagement and service delivery excellence

Exceptional communication and presentation skills for executive-level reporting and cross-functional collaboration

Professional Qualifications

Professional certification in Facility Management (FMP, CFM) or equivalent industry credentials preferred

Project Management Professional (PMP) certification or equivalent project management training advantageous

Bilingual proficiency in English and Bahasa Malaysia essential for diverse stakeholder communication

Working Conditions

Full-time supervisory position based at the 90K SF client facility in Petaling Jaya

Standard business hours with availability for emergency situations and critical project milestones

Occasional travel within Klang Valley for vendor meetings, project coordination, and client relationship activities

Professional office environment with significant interaction with senior executives, department heads, and external service providers

Career Development Opportunities This leadership position offers substantial professional growth within JLL's facilities management practice, providing experience in large portfolio management, team leadership, and strategic client partnership that prepares candidates for senior facilities management roles and regional responsibilities.

The successful candidate will gain valuable experience managing complex commercial real estate operations while building expertise in vendor management, financial oversight, and client relationship development within Malaysia's dynamic commercial property market.

Location:

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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