Main Responsibilities and Required Skills for an Assistant Facility Manager
An Assistant Facility Manager is a professional who supports the efficient operation and maintenance of facilities, ensuring they meet the needs of occupants and stakeholders. They assist in overseeing facility operations, managing resources, and implementing maintenance and safety procedures. In this blog post, we will explore the primary responsibilities and the most in-demand hard and soft skills for Assistant Facility Managers.
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Main Responsibilities of an Assistant Facility Manager
The following list describes the typical responsibilities of an Assistant Facility Manager:
Accomplish
Accomplish key performance indicators as identified by the Account Manager.
Address
Address occupant concerns and inquiries related to facility services.
Adhere to
Adhere to the reporting procedures as per JLL standards and requirements.
Arrange
Arrange for ad-hoc M&E set ups as per the client requirement from time to time.
Assess
Assess and resolve maintenance issues onsite.
Assist
Assist Facility Management Team with tactical planning for the team's goals and objectives.
Assist in conducting feasibility studies and cost-benefit analyses for facility projects.
Assist in conducting staff training on facility procedures and safety protocols.
Assist in developing and implementing emergency preparedness plans.
Assist in developing and implementing energy conservation initiatives.
Assist in developing and implementing facility management strategies and plans.
Assist in implementing and enforcing safety and security protocols.
Assist in managing facility-related documentation, including policies and procedures.
Assist in managing facility-related projects, such as renovations or equipment installations.
Assist in managing waste management and recycling programs.
Assist in preparing and presenting reports on facility operations and performance.
Assist in the development and implementation of the annual management plan.
Assist in the development and management of capital budgets.
Assist in the development and management of operating and capital budgets.
Assist in the implementation and management of a property risk management program.
Assist team and Client with event coordination.
Assist with budgetary requests, analysis and reporting as directed by FM.
Assist with researching, analyzing and reporting budget variances.
Assist with the coordination and scheduling of maintenance activities.
Assist with the delivery of mail and packages as needed.
Assist with the development and implement the annual management plan.
Assume
Assume the responsibilities of FM, as and when required.
Audit
Audit and implement cost effective and improvised process.
Check
Check the expiry, manufactured date of the food and beverage items.
Collaborate
Collaborate with cross-functional teams, such as HR and IT, to support facility needs.
Collaborate with the Facility Manager to ensure efficient facility operations.
Collaborate with vendors and contractors to ensure timely and quality service delivery.
Conduct
Conduct periodic assessments of facility operations and identify areas for improvement.
Conduct periodic audits to assess facility compliance with regulations and standards.
Conduct regular facility inspections to identify and address maintenance issues.
Conduct regular inspections to ensure that the procedures are being followed and updated as required.
Conduct regular meetings with vendor partners and ensure delivery standards / schedules are met.
Conduct vendor meetings on a regular basis and review performance.
Contribute to
Contribute to account communications as asked / required.
Contribute to the growth of the company through your performance.
Coordinate
Coordinate and communicate with LOBs and other stakeholders as required.
Coordinate and maintain the as-built drawing and transition document library.
Coordinate for employee moves.
Coordinate / monitor LL actions on areas controlled by them.
Coordinate office space planning and allocation, including moves and relocations.
Coordinate with different vendors for minor project work.
Coordinate with the Housekeeping department and the Pest controller to have a pest free environment.
Create
Create and maintain blogs.
Create and maintain site playbook and web pages.
Deliver
Deliver a framework to effectively manage the day to day business needs of our clients.
Deliver excellent customer service to meet client's expectations.
Develop
Develop careers and review performance.
Develop monthly / quarterly variance reporting on all operating budgets on a timely basis.
Develop monthly / quarterly variance reporting on operating budget on a timely basis.
Educate
Educate and track the waste management to the vendors.
Ensure
Ensure 100% uptime of all equipments.
Ensure adherence to client SLA's.
Ensure all Critical Environment (CEM) requirements are met.
Ensure all services are performed as per Standard Service Specifications.
Ensure all the Siebel housekeeping calls are closed on priority and within TAT without escalations.
Ensure all vendors are in compliance with contract and all insurance requirements are met.
Ensure all work orders / inspections is closed / carried out regularly.
Ensure appropriate follow up with customers resulting in superior and positive customer satisfaction.
Ensure building compliance are checked for site and records maintained.
Ensure compliance to all GRE OE standards and signoff.
Ensure compliance with all health and safety, environment and risk management policies.
Ensure compliance with environmental, health, and safety regulations.
Ensure compliance with Jones Lang LaSalle minimum audit standards.
Ensure compliance with statutory regulations on fire, health and safety standards.
Ensure Cross Cluster Knowledge sharing & Support with Co Staff.
Ensure delivery of committed services and overall satisfaction with JLL.
Ensure facility inspections are carried out as per schedule.
Ensure facility related consumables inventory and zero stock intolerance at any point of time.
Ensure foods are prepared, served in a hygiene condition.
Ensure immediate response to Priority Calls.
Ensure implementation of FM global practices.
Ensure Planned Preventive Maintenance activities are undertaken in accordance with the schedule.
Ensure proper signoffs for attendance and all the required details for cost sheet submission.
Ensure proper teamwork for all the facilities.
Ensure strict adherence to client SLA's.
Ensure that all client deliverables are submitted in a timely manner.
Ensure that the caterers are maintaining highest standards of hygiene in the services area.
Ensure that the site's financial operations are meeting targets and control requirements.
Ensure the food waste are being collected and disposed by the vendors themselves.
Ensure the hygiene of the cafeteria vendors operating in stalls.
Ensure the implementation and management of Risk and Safety work practices as per standards.
Ensure timely and efficient completion, identification and action on duplicate service requests.
Ensure to have good knowledge about the polices & procedures of site specific.
Ensure to implement all process / procedures on ground effectively.
Ensure up keep of office maintained, liaise with soft service team, for the same.
Ensure vendor insurances are in place and meet legal requirements.
Ensure visitors are promptly attended by the Front Office Executives (FOE).
Ensure work orders are being completed according to SLA's and client KPI's.
Execute
Execute short lead time projects.
Facilitate
Facilitate the services under the Slogan "No Safety No Work”.
Follow
Follow established escalation procedures and incident reporting procedures.
Follow the EHS guidelines and work permit system.
Follow-up
Follow-up with service provider as needed to ensure improvement and resolution.
Foster
Foster positive relationships with stakeholders, including tenants and property owners.
Generate
Generate and submit reports on time.
Handle
Handle internal customer queries promptly, efficiently and in line with SLA.
Hire
Hire, train and motivate facility personnel.
Implement
Implement Industry Best Practice operations.
Implement the Energy management programs to reduce the cost on utilities.
Initiate
Initiate service requests as needed to support Client requests / needs.
Initiate strategies to achieve measurable improvements in energy consumption.
Inspect
Inspect facilities on a consistent basis.
Instigate
Instigate risk and reward programs with key vendors.
Interact
Interact and coordinate with building management, engineers, and IT.
Interface
Interface with client facilities leadership and occupants of assigned properties.
Interface with other infrastructure departments.
Keep
Keep tracker of the overall.
Lead
Lead the employee communications.
Lead the outsourced soft services onsite team for service delivery.
Log
Log Book, PPM Reports, Check Lists maintained on site.
Maintain
Maintain accurate records of facility assets, warranties, and maintenance history.
Maintain and implement applicable SOPs.
Maintain documentation, status updates and information through ticketing system.
Maintain equipment database for site.
Maintain high standards of M&E operations.
Maintain the logbooks, checklists and PPM schedules for all M & E installations.
Maintain updated vendor escalation matrix.
Manage
Manage all duties in compliance to Master Services Agreement and applicable performance measurements.
Manage all Healthy & safety issues and actively participate in Health and Safety reviews.
Manage and maintain facility management tasks as assigned.
Manage and maintain small facility management tasks as assigned.
Manage and monitor site work ticket queue.
Manage and participate in desk coverage (including security scheduling).
Manage backup and paperwork for spend.
Manage critical relationships with client, residents and key vendors.
Manage day-to-day activities of guest services.
Manage delegated spend activity.
Manage Downtime / Breakdowns.
Manage new hire swag and orders.
Manage out of scope costs with specific forms and required client approvals.
Manage the daily delivery of existing service contracts.
Manage the shift FM operations.
Manage the site in accordance with all agreed policies, procedures and contract scope.
Meet
Meet or exceed customer satisfaction rating.
Meet or exceed site Key Performance Indicators (KPI's).
Monitor
Monitor and manage facility budgets, expenses, and procurement processes.
Monitor and update site specific and global chat rooms.
Monitor overall workflow to assure timely completion within established SLA's.
Monitor procedures to ensure client's expectations are conveyed and worked upon.
Monitor the operations of M&E vendor and ensure adherence to SLA's.
Monitor work orders and procedures to ensure client's expectations are conveyed and worked upon.
Monitor WO's dispatched to suppliers to ensure compliance with SLA's and WO Management.
Operate
Operate a computer and other office productivity machinery.
Oversee
Oversee and track Corrigo Work Order System and data to meet KPI Requirements.
Oversee Front of House desk and customer service activities.
Oversee Key management and Parking management.
Oversee multiple facilities of different functions is a plus for advancement.
Oversee the appropriate monthly / quarterly / annual reporting appropriate for the client.
Oversee the Helpdesk work process.
Oversee the Housekeeping Services.
Oversee the maintenance and operation of essential systems, such as HVAC and electrical.
Oversee the reprographic equipment operations and take necessary actions.
Participate in
Participate in across area facility inspections to assure consistent delivery of services.
Participate in Emergency Evacuation procedures including crisis Management and business continuity.
Perform
Perform handyman work including, but not limited to Carpentry Painting drywall and plaster.
Perform inspections and maintain facilities records.
Plan
Plan for adequate stock of spares at site for all critical equipment.
Process
Process, which include closely follow up & closure of TT.
Provide
Provide accountability and ownership and ensure services are appropriately delivered.
Provide excellent onboarding, training, and team building.
Provide facility specific assistance to the Facility Management team as needed or requested.
Provide facility specific assistance to the Regional Property Management as needed or requested.
Provide general overall FM services including continuous monitoring of facility.
Provide input in the selection and evaluation of facility service providers.
Provide management advice to Helpdesk operators for escalated issues.
Provide superior client service evident from KPIs and survey metrics.
Provide support, development and management of onsite staff.
Provide support in managing vendor contracts, service agreements, and lease agreements.
Report
Report and manage deliverables timely and accurately with the SFM.
Report completed tickets via ticketing system.
Report to AFM-Shift In charge on matters pertaining to soft services concerns of occupants.
Report to the Facilities Manager for project direction.
Respond to
Respond to facility-related emergencies and incidents, ensuring swift resolution.
Review
Review of trend analysis to identify areas of service improvement.
Schedule
Schedule all emergency and general maintenance repairs to equipment and buildings.
Set
Set stretch targets for team to achieve maximum team performance.
Show
Show Cost Saving / Bring in Innovation in day to day operations.
Solve
Solve maintenance requests submitted via ticketing system.
Stay updated with
Stay updated with industry trends and best practices in facility management.
Support
Support Bay Area Event Lead in the planning and delivery of smaller events and celebrations e.g..
Support development of monthly / quarterly variance reporting for operating budgets.
Support energy management programs to maximize energy efficiency.
Support Event Coordinator in Wellness activities including.
Support Event Lead in management of Catering vendors for events.
Support facility specific cost savings targets to contribute to the account achieving savings goals.
Support FM for additional tasks as assigned.
Support for EHS and related activities, and.
Support move activity at the site(s).
Support service delivery teams on equipment maintenance and upkeep.
Support the CLIENT in preparing the management reports.
Support the day-to-day operations of the facility, including maintenance, repairs, and inspections.
Support the development and maintenance of facility-related performance metrics.
Support the facilities organization at a specific location, set of buildings, or campus environment.
Support the Facility Manager in the implementation of short and long-term projects for the client.
Support the implementation and monitoring of disaster recovering and business continuity plans.
Support the implementation of sustainability initiatives and green building practices.
Support the implementation of the EHS management systems.
Support the Regional Manager in the implementation of short and long-term projects for the client.
Take
Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep.
Track
Track daily consumption of each vendor's service.
Track the vendor movement in relation to the behavior with the associates.
Upkeep
Upkeep and review of Manuals, Handbooks, Guidance notes etc. that relate to all Facilities functions.
Work with
Work order management and small project management for assigned portfolio.
Work Order Verification and Invoice Authorization.
Work with operations team to provide support the team requires to maintain the facility.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Assistant Facility Manager:
Facility management software proficiency (e.g., Computerized Maintenance Management System).
Knowledge of building systems, including HVAC, electrical, plumbing, and fire safety.
Understanding of facility maintenance and repair procedures.
Budgeting and financial management skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with energy management systems and sustainability practices.
Knowledge of regulatory requirements and compliance in facility management.
Familiarity with project management principles and tools.
Understanding of procurement and vendor management processes.
Ability to read and interpret architectural and engineering drawings.
Proficiency in conducting facility inspections and assessments.
Knowledge of workplace safety regulations and practices.
Understanding of emergency response and business continuity planning.
Experience in space planning and utilization management.
Knowledge of building codes and regulations.
Familiarity with asset management principles and practices.
Understanding of facility-related technology systems (e.g., access control)
Proficiency in data analysis and reporting.
Knowledge of preventive maintenance programs and practices.
Understanding of sustainability and green building certifications (LEED, BREEAM).
Most In-demand Soft Skills
The following list describes the most required soft skills of an Assistant Facility Manager:
Strong communication skills, both written and verbal, to interact with stakeholders effectively.
Excellent problem-solving and decision-making abilities to address facility-related issues.
Detail-oriented mindset to ensure accuracy in record-keeping and documentation.
Strong organizational and time management skills to prioritize tasks and meet deadlines.
Ability to work collaboratively in a team environment and foster positive relationships.
Adaptability and flexibility to handle changing priorities and unexpected situations.
Leadership qualities to provide guidance and support to facility staff.
Customer service orientation to address occupant needs and concerns.
Analytical thinking to assess facility operations and identify areas for improvement.
Strong interpersonal skills to effectively interact with a diverse range of individuals.
Conclusion
Assistant Facility Managers play a crucial role in ensuring the smooth and efficient operation of facilities. They assist in overseeing various aspects of facility management and require a combination of hard and soft skills to excel in their roles. By possessing the necessary technical expertise and demonstrating essential soft skills, Assistant Facility Managers contribute to creating safe, functional, and sustainable environments for occupants and stakeholders.
