Easter Seals Jobs

Assistant Manager Admin & Facilities | Lahore

Job ID

193234

Posted

12-Nov-2024

Role type

Full-time

Areas of Interest

Administrative, Facilities Management

Location(s)

Lahore - Punjab - Pakistan

Essential Duties and Responsibilities

• To ensure the fabric of the building internally is maintained and serviced to a high standard in accordance with the management contract and agreed budgets.

• To be responsible for all the health and safety compliance onsite, including that of third-party services providers and maintenance records.

• To act as the expert for all hard and soft services as applicable

• Develop and manage annual operating budgets, ensuring adherence to financial targets.

• Collaborate with internal teams and external vendors to coordinate maintenance, repairs, and improvements.

• Conduct regular inspections of properties to identify areas for improvement and ensure adherence to quality standards.

• Implement and monitor preventive maintenance programs to enhance property longevity and performance.

• Serve as the primary point of contact for client inquiries and concerns, addressing issues in a timely and professional manner.

• Cultivate strong relationships with clients and colleagues to enhance workplace culture and operational effectiveness.

• Prepare and present reports on operational performance, budget status, and service delivery metrics.

• Regular monitoring of the key performance indicators and taking remedial action as applicable to ensure the required standards are maintained and constantly improved for the full range of buildings.

• To compile and maintain all required management information/records relating to company, health and safety and other related records. This includes asset register, emergency plans and all related records and management reports. To oversee and manage all CMMS activity relevant to the sites.

• To ensure fire and other evacuations are carried out on a regular basis in accordance with the health and safety requirements. This includes ensuring the emergency plan and related site maps are continually updated within all properties including these managed by reportees, as applicable.

• To liaise with local authorities as appropriate

• To proactively manage risk and deal with insurance issues on site

• To support project/work programs on site, acting as the liaison point for all parties involved

• To produce management reports in accordance with the needs of the business.

• To monitor FM works onsite and liaise with service providers/sub-contractors.

• Foster a vibrant sense of community by creating "moments that matter" for colleagues and clients through engaging and proactive service.

• Enablement and promoting engagement at site with support to any additional services in alignment with the agreed SOW.

• Act as the local point of contact/liaison for external contractors and consultants, monitor contractors' on-site activities and report on inappropriate Health and safety arrangements.

• Preparing and reporting the gaps identified in day-to-day operational activities (covering all soft and hard services)

• Leading the GAP analysis of the sites with the preparation of reports for the Facility Manager

• Preparing and maintaining the asset reports for all equipment and assets installed at the client site

• Responsible for preparing detailed reporting of the shortcomings on Daily/Weekly/Monthly basis and reporting it back to the reporting Manager

• Follows security and emergency procedures as defined for the property. Responds to emergency situations in a calm, efficient manner. Summons provides appropriate assistance and makes appropriate notifications according to operating procedures.

• Formulation of on-need SOPs with the approval of CBRE and GSK Local leadership to ensure transparency and service compliances.

Qualifications

• Educated to Masters/ Bachelors degree level or equivalent – Technical qualification preferred.

• Previous facilities management experience within a multi let property environment. This includes Line Management responsibility for Company personnel and contractors and management service agreements as applicable.

• Excellent customer service, interpersonal and communication skills

• IT literate, together with an understanding and experience of industry specific IT Applications

• High degree and knowledge reference of Health and Safety legislation

• Analytical skills

• Ability to work within a team and on own initiative and within a pressurised environment

Education and Experience

• 3 – 5 years of Administrative or facility experience with on-hand knowledge on managing customer relationship.

Communication Skills

• Ability to comprehend, analyze, and interpret the most complex business documents.

• Ability to respond effectively to the most sensitive issues.

• Ability to write reports, manuals, speeches and articles using distinctive style. Ability to make effective and persuasive presentations on complex topics to employees, clients, top management and/or public groups. Ability to motivate and negotiate effectively with key employees, top management, and client groups to take desired action

• Comfortable meeting and engaging with new people

• Ability to assess circumstances, empathize and offer help

• Utilize a high level of attention to detail as well as strong interpersonal skills

• Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.

Knowledge

• Understanding of the FM business and customer-facing environments.

• Understands the requirements of operating in a contract environment.

• Must have some financial knowledge and understanding of financial models (Budgeting, spend reconciliation, budget planning and mapping)

• Administrative skills in managing facility related activities covering technical services and non-technical services

• Ability to comprehend, analyze, and interpret complex documents.

• People management to facilitate the client and CBRE team

Reasoning Ability

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

Other Skills and/or Abilities.

• Ability to comprehend, analyze, and interpret various types of business documents.

• Ability to write reports, manuals, speeches, and articles in a pre-designed style and format.

• Ability to effectively respond to complex inquiries or complaints from clients, co-workers, supervisor, and/or management.

• Ability to present information to an internal department and/or large groups of employees.

• Excellent client relationship skills

• Excellent accuracy and attention to detail

• Numerical skills

• Good oral and written communication skills

• Team player /management skills

• Strong organisational skills

• PC literacy is essential;

• Fluency in English is essential as this is the business language across the Global Corporate Services division of the CBRE Group and client organisations.

• Intermediate skills with Microsoft Office Suite.

Scope of Responsibility

Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

Safety

• Complete at a satisfactory level all required and assigned HSE training

• Follow all activity policies and procedures, including all HSE related requirements at all times

• Participate in all HSE related programs and activities as required, including incident investigations, interviews, auditing and assessment, etc.

• Report any condition which you feel could result in an accident or injury and/or stop work if required

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)