Facilities Management Assistant

Roles and responsibilities

1. Facility Operations and Maintenance

• Maintenance Coordination: Overseeing routine maintenance of equipment, HVAC systems, plumbing, electrical systems, and other building infrastructure.
• Vendor Management: Coordinating with external contractors and service providers for specialized maintenance or repairs.
• Space Utilization: Assisting in managing office layouts, workspace organization, and ensuring optimal use of space.

2. Health, Safety, and Compliance

• Safety Protocols: Ensuring adherence to workplace safety regulations and guidelines, minimizing risks for employees and visitors.
• Inspections: Conducting regular facility inspections to identify and address safety hazards or maintenance needs.
• Compliance: Ensuring the facility meets local, state, and federal regulations, including fire safety, accessibility, and environmental standards.

3. Operational Efficiency

• Cost Management: Assisting in budgeting for facility operations, controlling costs, and finding ways to reduce expenses.
• Sustainability Initiatives: Supporting eco-friendly practices, such as energy-efficient systems and waste management programs.
• Inventory Management: Tracking and managing supplies, tools, and equipment needed for facility operations.

4. Problem-Solving and Decision-Making

• Issue Resolution: Addressing and resolving operational problems, such as equipment malfunctions, space constraints, or vendor delays.
• Resource Allocation: Making decisions on the prioritization of tasks and the efficient use of resources.

5. Communication and Interpersonal Skills

• Stakeholder Communication: Interacting with employees, senior management, and vendors to address facility-related concerns.
• Reporting: Preparing and presenting reports on facility operations, including performance metrics, safety issues, and project updates.
• Team Collaboration: Coordinating with various departments to meet facility needs effectively.

6. Technical and IT Proficiency

• Facilities Management Software: Familiarity with tools like Computerized Maintenance Management Systems (CMMS) or Integrated Workplace Management Systems (IWMS) for tracking and managing facility operations.
• Data Analysis: Using data to assess facility performance, identify trends, and propose improvements.

7. Time Management and Organization

• Task Prioritization: Managing multiple facility-related tasks, such as maintenance schedules, vendor coordination, and emergency responses.
• Planning: Assisting in long-term planning for facility upgrades, expansions, or relocations.

Desired candidate profile

The Associate – Facilities Management is responsible to assist the Facilities Management team in ensuring that all assets are in proper working condition and maintained regularly as per standards. The role holder supports the Facility manager in execution and communication.

ROLE PROFILE

• Oversee maintenance activities to ensure that the work is delivered as per the requirements and timeline.
• Provide reports on issues related to contractor performance for timely resolution and improvements.
• Manage the stock of maintenance consumables and critical spare parts to ensure availability at all times.
• Provide support for incidents in a timely manner and take appropriate initiatives in case of emergencies.
• Compile documents related to maintenance and equipment activities as per the internal guidelines.
• Assist with submitting reports and recommending areas for improvement when required.
  

Requirements

• High School Diploma or equivalent.
• 1-3 years of relevant experience, 1+ years in the retail industry.
• Relevant maintenance certification is preferred.
• Excellent interpersonal and communication skills.
• Strong initiative drive and organizational skills .