Assistant Manager-Facilities Management

Role Overview

Assistant Manager–Facilities Management with Transguard Group, based in Dubai. The role is responsible for assisting and supporting the Facilities Manager and clients in managing day-to-day operational management for all FM services, ensuring that the facility is fully maintained, functional, and safe for building users.

Role Purpose

Support the delivery of comprehensive facilities management services by overseeing maintenance activities, coordinating with vendors and contractors, managing housekeeping and soft services, ensuring compliance with safety guidelines, and implementing facility projects while maintaining financial performance and client satisfaction.

Key Responsibilities

Financial Management

• Prepare monthly reports with operational data to support review of the financial performance of the contract.
• Ensure FM services are delivered as per sold solution manpower resources only.
• Explore further business opportunities with the client and manage the team structure and develop it as required to ensure operations run smoothly and within budget.
• Identify and record continuous improvement initiatives for process improvement or cost improvement.
• Manage project service delivery performance and ensure SLA/KPI compliance.
• Add value to the client's business by presenting initiatives that drive down costs or proposing initiatives aligned to their business goals.
• Deliver FM services in line with agreed contractual SLA/KPIs to ensure no penalties and deductions.

Customer Management

• Work with Senior Engineers, Engineers, Supervisors, and Team Leaders to devise and conduct induction and continuation training for new staff; produce the training package before new staff assume their responsibilities and record all training in staff personnel files.
• Plan all transport and accommodation requirements in advance of contract start dates in close and constant liaison with the transport and accommodation division.
• Ensure all service level agreements within the contract scope of works are maintained; monitor these monthly using client evaluation forms and resolve any problems or issues, escalating to senior management as required.
• Procure materials, services, and projects in close coordination with the procurement team while strictly following procurement policies.
• Manage specialist services contractors and vendors within Transguard scope or as managing agent.
• Ensure all contract staff sickness, absence, and holiday reporting adheres to company policies and procedures.
• Liaise regularly with clients and customers to ensure the highest standards are achieved and maintained to exceed customer expectations.
• Develop excellent working relationships with the client at equivalent level and hold regular client meetings to ensure smooth contract running.
• Undertake site visits to view staff performance and discuss and resolve any issues raised by the client regarding service quality.

Operations & Process Management

• Manage contract service delivery as per best industry practices, international FM standards, and compliance with local statutory guidelines.
• Plan projects from mobilization stage through demobilization of contracts.
• Order project equipment and machinery.
• Facilitate regular communication meetings with clients.
• Conduct contract staff induction and continuous training on best industry practices and established SOPs.
• Arrange and control local order purchases.
• Monitor and visit contract teams at regular intervals.
• Conduct monthly account review with the Line Manager.
• Monitor resource utilization to ensure the right number and talent are available for contractually agreed service delivery.
• Work with other Managers and attend client meetings as required; assist Facility and Account Managers in obtaining correct pricing for services during preparation of new client and customer business proposals.
• Prepare monthly staff meetings and daily or weekly briefings with Managers and team Coordinators or Senior Supervisors.
• Conduct monthly site visits and provide necessary feedback to Managers and team supervisors.
• Develop and monitor SLAs to ensure alignment to service delivery and client expectations.
• Monitor and control execution of maintenance contracts; review preventive and corrective maintenance programs and supervise employee implementation through report review.
• Ensure timely invoice raising in coordination with central Admin and Finance Teams.

Innovation & Sustainability

• Execute energy management projects by identifying opportunities for improvement and seeking guidance from the energy manager.
• Introduce and integrate latest technology as per current market trends; develop case studies and business proposals with ROI models.

Qualifications & Experience

• Bachelor of Engineering or Science in Mechanical, Electrical, Electronics, Mechatronics Engineering or equivalent.
• Technical knowledge of FM standards and processes.
• Minimum 5 years or above of management and service delivery experience on structured contracts where standard SLA/KPI apply.
• Knowledge of CAFM system and effective implementation of full modules.
• Certification preferred such as IOSH, NEBOSH, CFM, or PMP.
• Driving license is mandatory.
• Experience handling contracts with both hard services and soft services.
• Understanding and knowledge of housekeeping and cleaning services including knowledge of basic cleaning machineries, tools, hygiene consumables, cleaning chemicals, and BICS processes.

Skills & Competencies

• Strong soft skills in MS Word, Excel, PowerPoint, and report writing.
• Strong communication and interpersonal skills.