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Facilities Admin
JLLSeberang Perai, Penang, Malaysia20 days ago
Job descriptionTechnical Lead : Serve as the primary technical authority for all mechanical, electrical, and critical building systems, providing expertise and guidance to the team. Systems Management : Ensure uninterrupted operation of critical systems, such as power supply, HVAC, fire detection and suppression, and other building management systems. Procedure Development : Develop and regularly update standard operating procedures (SOPs) and engineering protocols to reflect best practices and compliance with applicable codes and standards. Emergency Response : Lead response efforts during technical emergencies, troubleshooting and resolving system failures quickly to minimize operational disruption. Performance Monitoring : Conduct comprehensive inspections of building systems to ensure they meet predefined performance, reliability, and safety standards. Incident Investigation : Thoroughly investigate major incidents or system failures, identify root causes, and develop action plans to prevent recurrence. Risk Management : Maintain up-to-date risk assessments and mitigation plans for all critical infrastructure and systems, coordinating closely with risk and safety teams. Project Management : Define clear scopes of work, budgets, and timelines for facility improvement projects, overseeing these from initiation through to successful completion. Vendor Selection & Tendering : Manage the vendor selection process, including issuing tenders, evaluating bids, and recommending vendor contracts aligned with quality, cost, and compliance criteria. Contract Compliance : Monitor vendor adherence to contractual terms, ensuring service levels, safety standards, and regulatory requirements are consistently met. Vendor Relationship Management : Foster productive relationships with vendors and service providers, addressing any performance issues and facilitating continuous improvement. Procurement Coordination : Coordinate procurement activities and contract renewals, ensuring timely acquisition of services and materials. Maintenance Planning : Develop, schedule, and supervise preventive and corrective maintenance activities to ensure reliability and uptime of all critical assets. Work Order Management : Utilize the Corrigo system to log, assign, track, and close work orders efficiently, ensuring compliance with SLA timelines. Condition Monitoring : Implement advanced monitoring techniques for key equipment to predict failures and schedule maintenance proactively. Team Supervision : Direct daily maintenance operations, balancing routine scheduled tasks with urgent ad-hoc requests, optimizing resource allocation. Budget Preparation : Assist in preparing annual operational budgets, coordinating with Account Lead to align forecasts with business requirements. Cost Monitoring : Track actual expenditures against budgets, analyzing variances and identifying opportunities for cost control and efficiency improvements. Procurement Compliance : Ensure all purchasing activities comply with company procurement policies and financial controls. Cost Optimization : Identify and implement cost-saving measures without compromising service quality or safety standards. Financial Reporting : Prepare regular financial reports detailing operational expenditure, savings initiatives, and budget adherence. Safety : Champion a safety-first culture, ensuring all personnel and vendors adhere strictly to safety protocols and local regulatory standards. Audit & Inspection : Conduct regular safety audits and site inspections, including management of permit-to-work systems to ensure safe execution of all facility operations. Regulatory Compliance : Maintain all statutory certifications and permits (fire safety, building codes, environmental compliance) up to date and ensure proper documentation. Incident Management : Lead thorough investigations of safety incidents, implementing corrective and preventive actions to eliminate hazards. Safety Training : Organize ongoing safety awareness and training programs for internal teams and external contractors. Team Management : Lead the on-site FM team, providing clear direction, motivation, and support to achieve operational goals. Performance Reviews : Conduct regular performance appraisals, identify training needs, and develop personalized development plans. Succession Planning : Create and implement succession strategies to build team capability and ensure leadership continuity. Culture Building : Promote a positive, collaborative, and customer-focused workplace culture. Resource Planning : Ensure adequate staffing and skillsets are maintained to meet operational demands effectively. Client Liaison : Act as the primary interface between the client and facilities management, ensuring transparency, trust, and alignment of services with client expectations. Service Delivery : Oversee the delivery of all FM services to meet or exceed contractual obligations and SLAs. Issue Resolution : Respond promptly and professionally to client concerns or emergencies, ensuring rapid resolution. Relationship Management : Develop and maintain strong relationships with key client stakeholders to foster long-term partnerships. Continuous Improvement : Proactively identify and recommend improvements or innovations that add value to the client’s facility operations. Reporting : Provide detailed and timely reports, dashboards, and updates on operational status, KPIs, SLAs, and ongoing projects. KPI Monitoring : Track key performance indicators related to uptime, maintenance effectiveness, SLA compliance, energy usage, and customer satisfaction. Continuous Improvement : Lead initiatives to enhance operational efficiency, reduce waste, and innovate service delivery approaches. Sustainability : Implement and monitor sustainability programs focused on energy conservation and waste reduction. Documentation : Maintain comprehensive records of maintenance activities, contracts, compliance certifications, and asset inventories. Reporting Cadence : Prepare and deliver monthly, quarterly, and annual reports to internal management and client stakeholders highlighting performance, challenges, and achievements. Provide additional support and guidance to the Senior Facilities Manager as needed. Extend operational support to other sites within the region, particularly Malaysia, during peak periods or special projects. Bachelor’s degree in Electrical Engineering, Facilities Management, or related technical field 5 – 8 years of progressive experience in technical facilities management, preferably in manufacturing environments with at least 3 years in a client-facing TFM role. Professional certifications such as FMP (Facility Management Professional), CFM (Certified Facility Manager), or equivalent technical certifications preferred. Experience working in a corporate environment or with global MNC clients preferred. Strong knowledge of technical services (HVAC, mechanical, electrical, plumbing (MEP)) and soft services management. Familiarity with statutory and regulatory requirements related to facilities operations. Exceptional problem-solving abilities with analytical approach to complex technical challenges Strong communication skills with ability to effectively interact with all organizational levels Detail-oriented with excellent organizational and time management skills Proactive mindset focused on continuous improvement and innovation Customer-focused attitude with commitment to service excellence. Ability to work under pressure and manage multiple priorities. Computer literacy.
Support the Senior Facilities Manager by overseeing the delivery of Integrated Facilities Management (IFM) services that comprehensively align with the client’s operational needs. Ensure smooth, uninterrupted facility operations by managing all aspects of site services and building systems, emphasizing safety, compliance, cost efficiency, and client satisfaction.
Accountabilities : Assist the Management in delivering facilities, support and services to the client. Ensure operational excellence in the execution of all Hard and Soft services. Lead and supervise site-based FM team members and vendors. Maintain compliance with safety, statutory, and operational standards. Deliver high client satisfaction through performance monitoring, communication, and service improvement.
Duties & Responsibilities
Operations Management
- Daily Oversight : Manage daily facility operations ensuring all facilities systems and services are fully operational without interruptions.
- Service Coordination : Coordinate both Hard services (Mechanical, Electrical, Plumbing - MEP; HVAC; Data Center and Critical Systems maintenance) and Soft services (housekeeping, landscaping, pest control, waste management) to ensure consistent, high-quality delivery.
- Routine Inspections : Perform systematic walkthroughs and audits of the facilities to identify and address issues proactively before they escalate.
- Operational Planning : Develop operational schedules, allocate manpower and resources efficiently, and prepare contingency plans to minimize downtime.
- Preventive Maintenance : Implement preventive maintenance programs aimed at extending the life of assets and reducing unplanned breakdowns.
- Sustainability Initiatives : Lead and promote initiatives aimed at reducing energy consumption, minimizing waste, and supporting corporate sustainability goals.
Engineering & Technical Operations
Facility Management & Inspections
Vendor & Contract Management
Maintenance Operations
Budget & Cost Management
Health, Safety, Environment & Compliance
Team Leadership & Development
Client Relationship & Communication
Performance Management & Reporting
Other Duties
Required Qualifications & Key Competencies
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Admin • Seberang Perai, Penang, Malaysia
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