Assistant Building Manager

The Assistant Building Manager will support the effective operation, maintenance, and management of assigned property assets. Working closely with the Building Manager, the Assistant Building Manager will play a vital role in ensuring the seamless execution of Facilities Management and Project Implementation activities, with a focus on quality, safety, and efficiency.

The ideal candidate possesses a strong technical background, exceptional organizational and customer service skills, and a hands-on approach to day-to-day building operations. This role requires a high level of integrity, accountability, and compliance with both internal company standards and client-specific regulations but not limited to, Master Deed & Declaration of Restrictions, Implementing House Rules & Regulations, and ByLaws. He/She enforces the Policy Guidelines of the Company and the Client as promulgated by the Board of Trustees.

DESCRIPTION OF FUNCTIONS

KEY ACCOUNTABILITY 1: ENGINEERING

1.

Supervise and coordinate the daily operations of 2 Building Engineers and the Maintenance Support Team (MST) to ensure efficient technical management of the property.

2.

Oversee the inspection, operation, and maintenance of all building systems and common area equipment, ensuring safety, compliance, and uninterrupted service.

3.

Implement and monitor the 52-week Preventive Maintenance (PM) schedule, minimizing breakdowns and optimizing equipment lifespan.

4.

Review, consolidate, and act on technical reports detailing equipment performance, repairs, and replacement needs.

5.

Evaluate and endorse all construction, fit-out, and upgrade plans for compliance with codes and standards prior to QA or declarant approval.

6.

Lead the planning, coordination, and execution of technical projects and facility upgrades, ensuring projects meet safety, quality, timeline, and budget requirements.

7.

Prioritize and allocate technical and project tasks based on safety, urgency, budget, and operational impact.

8.

Manage and monitor the performance of 3rd-party vendors and contractors, ensuring adherence to contracts, timelines, and safety standards.

9.

Maintain accurate records and documentation of all technical operations, maintenance activities, project progress, permits, and compliance certificates.

10.

Assist in developing and managing technical budgets, project cost estimates, and capital expenditure plans in coordination with the Building Manager.

KEY ACCOUNTABILITY 2: ADMINISTRATION

1.

Prepare and submit regular reports (e.g., monthly operations reports, maintenance activity summaries, incident logs, project updates) to the Building Manager, Area Manager, and other stakeholders as required.

2.

Maintain and organize all technical and administrative documentation, including but not limited to:

As-built plans

Permits and licenses

Inspection reports

Vendor contracts

Maintenance records

Compliance certificates

3.

Develop and recommend action plans and preventive maintenance programs to enhance the efficiency and longevity of building facilities and equipment.

4.

Assist in the preparation of budgets and cost estimates for repairs, replacements, and capital improvement projects.

5.

Monitor and track contractor performance, service agreements, and warranties, ensuring administrative records are current and accessible.

6.

Coordinate with the Building Manager in preparing meeting materials (agendas, reports, presentation decks) for Board of Trustees Meetings, Annual General Membership Meetings, and other official engagements.

7.

Ensure proper documentation and archiving of all facility-related communications, including resident advisories, circulars, vendor correspondence, and contractor proposals.

8.

Draft and review technical content for correspondences, circulars, newsletters, and notices related to building works, maintenance schedules, and project activities, subject to QA and management approval.

9.

Oversee the filing and security of all legal and conveyancing documents (e.g., Deeds, House Rules, Bylaws), ensuring they are up-to-date and available onsite.

10.

Support administrative aspects of insurance management, including maintaining records of property coverage and coordinating claims related to facility-related damages or losses.

11.

Assist in the implementation and monitoring of company and client policies, ensuring alignment with internal procedures and local regulations.

12.

Participate in inter-departmental coordination (finance, legal, procurement, etc.) to facilitate the smooth execution of facilities-related administrative tasks.

13.

Ensure accurate tracking and reporting of utilities consumption, equipment performance data, and facility usage metrics to support data-driven decision-making.

14.

Perform other administrative duties as assigned in support of technical operations, building management policies, or strategic projects.