Equipment and Facility Management Assistant (EFM Assistant)

Duties and Responsibilities:

Equipment Management:

• Maintain an up-to-date inventory of all equipment, tools, and machinery.
• Develop and oversee preventive maintenance schedules for equipment to minimize downtime.
• Coordinate with vendors and service providers for equipment repairs, servicing, and replacement.
• Track equipment usage and allocate resources based on operational needs.
• Maintain detailed records of equipment warranties, service histories, and certifications.

Facilities Management:

• Conduct regular inspections of facilities to identify maintenance and repair needs.
• Coordinate maintenance activities for building systems, including HVAC, plumbing, electrical, and structural components.
• Ensure cleanliness, safety, and functionality of all workspaces and common areas.
• Manage facility-related contracts, such as janitorial, security, and waste management services.
• Assist in facility improvements, renovations, and space planning to enhance operational efficiency.

Compliance and Safety:

• Ensure all equipment and facilities comply with safety and regulatory standards.
• Collaborate with the safety team to implement and enforce workplace safety protocols.
• Conduct regular safety checks and risk assessments for equipment and facilities.
• Address any compliance issues or hazards promptly and effectively.

Procurement and Budgeting:

• Assist in the procurement of equipment, tools, and facility supplies, ensuring cost-effectiveness and quality.
• Monitor budgets related to equipment and facility maintenance, repairs, and upgrades.
• Obtain quotes and negotiate contracts with vendors and suppliers.

Documentation and Reporting:

• Maintain accurate records of all maintenance activities, inspections, and repairs.
• Generate reports on the status of equipment and facilities, including usage, maintenance schedules, and expenses.
• Provide regular updates to management on ongoing projects and anticipated needs.

Job Qualifications:

• Bachelor’s degree in Facilities Management, Engineering, Business Administration, or a related field preferred.
• 1-2 years of experience in facilities or equipment management, or a similar role.
• Familiarity with maintenance practices and facility operations.
• Strong organizational and multitasking skills.
• Excellent problem-solving and decision-making abilities.
• Knowledge of maintenance software and inventory management tools.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Effective communication and negotiation skills.