Assistant Facilities Manager

The Assistant Facilities Manager is responsible for overseeing soft services operations within a GMP manufacturing facility environment. This role supports the delivery of high-quality workplace and facility services while ensuring compliance with company policies, regulatory requirements, and workplace safety standards in Singapore.

The role works closely with clients, service providers, and internal stakeholders to support operational efficiency, service performance, safety compliance, and positive workplace experience across the site.

Key Responsibilities

1. Soft Services Operations Management

• Coordinate and oversee daily soft services operations, including janitorial, reception, waste management, pantry, landscaping, pest control, transportation, and mailroom services.
• Monitor vendor and service provider performance against agreed service standards, KPIs, and contract requirements.
• Support the planning and scheduling of preventive and corrective maintenance activities related to facility soft services.
• Conduct routine site inspections to ensure facilities, common areas, and workplace environments are maintained in good condition.
• Coordinate workplace support activities such as space planning, internal moves, seating arrangements, and workplace logistics.
• Support site hospitality and front-of-house services, including visitor coordination and reception operations.

2. Vendor & Contract Management

• Liaise with vendors and contractors to ensure services are completed according to scope, schedule, and site requirements.
• Track maintenance and service contract renewal timelines and support contract administration activities.
• Follow up on service deficiencies, corrective actions, and operational issues with vendors and stakeholders.
• Conduct regular operational briefings with service partners and supervisors to review site performance and operational updates.

3. GMP & Regulatory Compliance

• Support compliance with applicable GMP procedures, site operational protocols, and documentation requirements within the facility environment.
• Maintain proper records and operational documentation to support audit readiness and internal reporting requirements.
• Ensure vendor activities comply with site procedures, hygiene requirements, and operational standards.

4. Workplace Safety & EHS Support

• Promote safe work practices and support workplace safety initiatives in accordance with Singapore Workplace Safety and Health (WSH) requirements and site policies.
• Participate in site inspections, safety observations, and incident reporting activities.
• Support compliance with applicable Environment, Health, and Safety (EHS) procedures and operational controls.
• Assist in coordinating emergency response activities related to facility operations when required.

5. Client & Administrative Support

• Respond to facility-related requests, feedback, and operational enquiries from building occupants and stakeholders.
• Coordinate incoming calls, visitor management, and general administrative support activities where required.
• Support preparation of operational reports, incident summaries, and monthly management reporting.
• Work closely with internal teams, clients, and service providers to support day-to-day facility operations and workplace experience.

Job Requirements & Qualifications

• Diploma or Degree in Facilities Management, Building Services, Engineering, Business Administration, or a related discipline.
• Minimum 3–5 years of facilities management experience, preferably within GMP pharmaceutical, healthcare, manufacturing, or regulated environments.
• Experience managing soft services operations and vendor coordination in a corporate or industrial environment.
• Familiarity with GMP practices, workplace safety procedures, and facility compliance requirements.
• Knowledge of Singapore Workplace Safety and Health (WSH) guidelines and general regulatory compliance practices is advantageous.
• Good organizational and coordination skills with the ability to manage multiple operational activities.
• Proficiency in Microsoft Office applications, including Excel, Word, and PowerPoint.
• Good communication and stakeholder management skills.
• Ability to work collaboratively with internal teams, contractors, vendors, and clients.

Equal Opportunity Statement

JLL is committed to providing fair and equal employment opportunities. All applicants will be considered based on merit, qualifications, skills, and relevant experience.