Assistant Manager-Facilities Management

Role Overview

Assistant Manager – Facilities Management Hard Services at Transguard Group in Dubai. The role assists and supports the Facilities Manager and clients in managing day-to-day operational management for all FM services, ensuring the facility is fully maintained, functional, and safe for building users.

Role Purpose

This role is responsible for overseeing maintenance activities, coordinating with vendors and contractors, managing housekeeping and soft services, ensuring compliance with relevant safety guidelines, and implementing facility projects to maintain optimal operational performance.

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.
• Manage the team structure and develop it as required to ensure operations run smoothly and within budget.
• Identify and record continuous improvement initiatives – 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 in line with their business goals.
• Deliver FM services in line with agreed contractual SLA/KPI to ensure no penalties and deductions.

Customer & Stakeholder Management

• Work with the team AFM, Engineers, and Supervisors to devise and conduct induction and continuation training required for new staff; produce the training package before new staff take on their responsibilities and record all training in staff personnel files.
• Plan all transport and accommodation requirements in advance of contract start date through close liaison with the transport and accommodation division.
• Ensure all service level agreements within contract scope of works are maintained; monitor these monthly using client evaluation forms and resolve issues or escalate to senior management when required.
• Procure materials, services, and projects in close coordination with the procurement team following procurement policies strictly.
• Manage specialist services contractors and vendors within Transguard Group scope or as managing agent.
• Ensure all contract staff sickness, absence, and holidays are reported in adherence to all company policies and procedures.
• Liaise with clients and customers on a regular basis 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 running of the contract.
• Undertake site visits to view staff performance and discuss and resolve any issues raised by the client regarding quality of service.

Operations & Process Management

• Manage contract service delivery as per best industry practices, international FM standards, and compliance with local statutory guidelines.
• Oversee project planning from mobilization stage to demobilization of contracts.
• Order project equipment and machinery.
• Conduct regular communication meetings with clients.
• Arrange and control local order purchases.
• Monitor and visit contract teams at regular intervals.
• Conduct monthly review of the account with the Line Manager.
• Monitor resource utilization to ensure the right number and talent are available for delivering service as agreed contractually.
• Work with other Managers, attend client meetings as required, and 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/weekly briefings with Managers and team Coordinators/Senior Supervisors.
• Carry out monthly site visits and provide necessary feedback to Managers and team supervisors.
• Create and monitor assigned contract SLAs and ensure they are aligned to service delivery and client expectations.
• Monitor and control execution of maintenance contracts; review preventive and corrective maintenance programs and supervise implementation by reviewing reports.
• Ensure timely raising of invoices in coordination with central Admin and Finance Teams.

Innovation & Sustainability

• Execute energy management projects on the contract by identifying opportunities for improvement and seeking guidance from the energy manager.

Qualifications & Experience

• 7+ years of experience in Facility Management in a managerial position.
• Bachelor's degree in Engineering or equivalent degree in Facilities Management.
• Proven experience in people management.
• Proven project management skills.
• Proven experience leading continuous improvement projects with commercial and contract awareness.

Skills & Competencies

• Strong influencing skills.
• UAE driving license.