Professional, Facilities Management

About the Role

As the Assistant Facilities Manager for our prestigious Work Dynamics client, you will spearhead operational excellence and service delivery across a site. This pivotal leadership position serves as the principal operational lead responsible for the end-to-end delivery of integrated facilities management (FM) services, ensuring business continuity, operational excellence, financial performance, and leading the operating model on site. The role is accountable for building and developing high-performing FM teams, maintaining trusted relationships with client stakeholders, and ensuring that local teams take ownership of their sites. The role also includes promoting diversity and inclusion, supporting ESG objectives, and driving a proactive health and safety culture.

About the Company

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. Omnicom Group Inc. is an American global media, marketing, and corporate communications holding company. As their trusted real estate services partner, we provide comprehensive management solutions to ensure their real estate assets operate at optimal performance.

Responsibilities

• Execute comprehensive work order management using advanced CAFM systems, ensuring completion rates within SLA parameters
• Provide expert customer service to C-suite executives and senior stakeholders
• Assist in emergency response coordination and business continuity planning
• Maintain detailed compliance documentation and regulatory reporting for audit readiness
• Submit monthly activity and financial reports to SEA Facilities Manager and execute ad-hoc requests
• Manage vendor communications to schedule repairs, maintenance and goods purchase including landlord and building management company
• Manage contract document execution (renewal, termination, company seal arrangement)
• Process invoices for office rent and other invoices; support Accounts Payable KPIs
• Support annual power outage and KPI review; handle ad-hoc responsibilities assigned by local client
• Prepare and manage annual budget and communicate with overseas client and teams

HSSE & Quality Management

• Support execution of assessments and hands-on HSSE activities; comply with JLL global standards and procedures
• Cooperate with manager on HSSE risk assessments and control measures; report accidents, incidents, near misses, faults and deficiencies
• Complete HSSE training as directed and follow safety, fire, food hygiene and first aid arrangements

Performance & Systems Management

• Support digital transformation initiatives including implementation and smart building technologies and Nuvolo
• Support reliability initiatives to improve critical systems performance and reduce operational risks; monitor BMS and building systems performance

Financial Management & Governance

• Maintain, review and oversee vendor relationships and performance
• Work with suppliers to ensure FM spend and Accounts Payable KPIs are maintained, chasing invoices or supplier statements as necessary
• Collaborate with Procurement to competitively bid and prepare service contracts
• Identify, implement and record operational cost savings initiatives to meet glidepath savings KPIs
• Work with utility suppliers to monitor consumption patterns and identify cost saving opportunities

Sustainability & Communications

• Execute daily sustainability practices including energy management, waste reduction, and water conservation at the facility level
• Coordinate recycling and waste management programs and implement green cleaning and sustainable maintenance practices
• Manage on-site sustainability projects such as LED lighting retrofits, occupancy sensor installations and landscaping improvements

People & Client Relationship Management

• Foster a culture of collaboration, innovation and continuous improvement; support appropriate staffing models and resource allocation
• Support strong strategic partnerships with client stakeholders at all levels and act as escalation point for complex service delivery challenges