Professional, Facilities Management

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Assistant Facilities Manager – Omnicom Account
Location: Philippines
About the Role
As the Assistant Facilities Manager for our prestigious Work Dynamics client, you will spearhead operational excellence and service delivery across a site. This pivotal leadership position serves as the principal operational lead responsible for the end-to-end delivery of integrated facilities management (FM) services, ensuring business continuity, operational excellence, financial performance, and leading the operating model on site.
This leadership role is accountable for building and developing high-performing FM teams, maintaining trusted relationships with client stakeholders, and ensuring that local teams take ownership of their sites. The role also includes promoting diversity and inclusion, supporting ESG objectives, and driving a proactive health and safety culture.
The Client Environment
Omnicom Group Inc. is an American global media, marketing, and corporate communications holding company, headquartered in New York City. Omnicom's branded networks and specialty firms provide services in four disciplines: advertising, customer relationship management, public relations, and specialty services.
As their trusted real estate services partner, we provide comprehensive management solutions that enable their focus on core business activities while ensuring their real estate assets operate at optimal performance.
Key Responsibilities
Execute comprehensive work order management using advanced CAFM systems, ensuring completion rates within SLA parameters
Provide expert customer service to C-suite executives and senior stakeholders, maintaining JLL's reputation for excellence
Assist in emergency response coordination and business continuity planning
Maintain detailed compliance documentation and regulatory reporting for audit readiness
Responsible for submitting Monthly activity and financial report to SEA Facilities Manager and executing ad-hoc requests
Responsible for all vendor related communication to schedule repairs, maintenance and goods purchase including landlord, and building management company
Responsible for all contract related document execution (renewal, termination, company seal arrangement)
Responsible for invoice processing of office rent and all invoices creation
Responsible for supporting annual power outage
Responsible for KPI review
Ad-hoc responsibilities assigned by Local client
Responsible for annual budget
Responsible for communicating overseas client and teams
Portfolio Excellence Leadership
Support strategic direction and operational excellence across key account support functions: HSSE, Quality & Compliance, Performance Management, Communications, Sustainability, and Nuvolo
HSSE & Quality Management
Support execution of assessments and hands-on HSSE activities
Comply with the JLL global standards and procedures once they have been informed of the requirements
Cooperate with your manager in HSSE matters, including the assessment of risks and any control measures identified.
Not interfere with, disable, or misuse anything provided in the interest of HSSE, security, fire, food hygiene, or first aid.
Report accidents, incidents, near misses, faults, and deficiencies to your manager.
Seek advice if in doubt about the adequacy of any HSSE arrangements.
Complete HSSE training as directed.
Performance & Systems Management
Support digital transformation initiatives including implementation and smart building technologies
Support reliability initiatives to improve critical systems performance and reduce operational risks
Financial Management & Governance
Maintain, review and oversee vendor relationships & performance
Work with the suppliers to leverage relationships to ensure the client’s FM spend related Accounts Payable KPIs are maintained by chasing invoices or supplier statements where necessary
Work with the Procurement Team to competitively bid and prepare all service contracts to assure high quality and cost-effective services
Identify, implement and record all operational cost savings initiatives to ensure meeting the client’s glidepath savings KPIs
Work with utility suppliers to monitor and understand consumption patterns and identify and cost saving opportunities
Sustainability & Communications
Execute daily sustainability practices including energy management, waste reduction, and water conservation programs at the facility level
Monitor and optimize building systems performance through BMS analysis, identifying opportunities to reduce consumption while maintaining comfort standards
Coordinate recycling and waste management programs, working with vendors to maximize diversion rates and minimize disposal costs
Implement green cleaning protocols and sustainable maintenance practices, ensuring use of environmentally preferred products
Manage on-site sustainability projects such as LED lighting retrofits, occupancy sensor installations, and landscaping improvements
People & Team Leadership
Foster a culture of collaboration, innovation, and continuous improvement
Support appropriate staffing models and resource allocation across all functions and regions
Client Relationship Management
Support strong strategic partnerships with client stakeholders at all levels
Proactively identify emerging client needs and support identifying solutions
Act as the escalation point for complex service delivery challenges, ensuring swift and effective resolution
Suppliers
Support vendor relationships & performance
Proven ability to influence without authority
Identify, implement and record all operational cost savings initiatives
Qualifications & ExperienceProfessional Background
Experienced in Facility management, building management, property management, procurement is an advantage
Facilities management experience
Task Skills
Proficiency with Microsoft Word, Excel and PowerPoint.
A meticulous individual to anticipate client needs
Multi-task
Personal Skills