Assistant Manager - Workplace Services

Job Overview

Oversee all aspects of facilities services to ensure smooth daily office workplace operation and take part in company-wide initiatives to deliver high-quality, sustainable, and safe workplace services to internal stakeholders.

Responsibilities

Strategic Planning

• Assist in strategic planning for the full spectrum of office workplace services.
• Help define KPIs and goals to track the company’s performance.

Facilities Management

• Provide comprehensive facilities management (plan, organize, coordinate, and supervise contractors) and technical support for facilities, including renovation works, move-in & out, relocation, repairs, maintenance, and risk assessment, to ensure a safe, hygienic, efficient, and productive working environment.
• Perform regular inspections and prepare monthly reports; manage all facilities to meet energy-saving, compliance, and safety requirements (FS251, WR2, etc.).

Quality Assurance

• Handle the procurement of goods and services; acquisition of ISO certification; prepare tender documents, proposals, specifications, scope of works; evaluate and make recommendations on quotations; prepare all necessary documents, and liaise with parties concerned in the process.
• Coordinate and review Operations Manual as well as SOPs, ensuring full compliance by end users and contractors.

Budgeting and Reporting

• Prepare annual budgets and operating budgets for the facilities; monitor and control the budget, progress, and quality of work and service provided by contractors in maintenance, repairing, checking, cleaning, and other related services.

Administrative Support

• Handle incidents, inquiries, and complaints and provide effective solutions.
• Handle ad-hoc tasks and other duties as required by the superior.

Requirements

• Degree in Property/Facilities Management, Building Services or a related engineering discipline;
• At least 5 years’ relevant working experience in facilities management, which 2 years in the supervisory level is a must, with broad knowledge of the relevant disciplines in Project, PM, OSH, regulation and statutory requirements being an advantage;
• Excellent interpersonal, negotiation skills, problem-solving skills, teamwork, leadership and able to prioritize tasks;
• Strong customer service mindset in dealing with different levels of internal and external parties;
• Able to handle multiple tasks under a tight schedule and rapidly changing environment;
• A good command of written and spoken English and Chinese, with fluency in Putonghua being an advantage; and
• Proficiency in MS Office and Chinese word processing