Assistant Manager, Projects (Elaeis Gardens)

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Job Description:
To lead and oversee the organization’s project management, maintenance, asset, facilities
and property management activities, ensuring effective planning, execution, completion and
ongoing upkeep of facilities, properties, infrastructure and related assets. The role is
responsible for the end-to-end management of projects and maintenance programmes,
including project planning and execution, maintenance planning, asset and facilities
management, resource management, people and stakeholder management, budget and
cost control, risk management and performance monitoring.

The position serves as a key interface between the CEO, Elaeis Gardens (Hospitality),
internal stakeholders, contractors, consultants, authorities and service providers, providing
timely updates, recommendations and solutions to ensure projects, properties, assets and
maintenance activities support the organization’s operational and business objectives.

Project Management

- Lead the end-to-end planning and execution of projects, from project initiation and scope definition through implementation, commissioning and completion.

- Develop project plans, schedules, milestones, resource requirements and delivery strategies.

- Establish project objectives, deliverables, timelines and key performance indicators.

- Coordinate with internal stakeholders, consultants, contractors, suppliers and other external parties to ensure effective project delivery.

- Monitor project progress against approved scope, schedule, cost, quality and performance requirements.

- Identify project risks, issues, dependencies and potential delays, and develop appropriate mitigation and recovery plans.

- Ensure appropriate project documentation, progress reporting and governance are maintained.

- Review and evaluate project proposals, technical submissions, quotations and recommendations.

- Ensure projects are delivered in accordance with approved specifications, standards, policies and regulatory requirements.

- Lead project close-out activities, including handover, documentation, defect rectification and post-project review.

Maintenance Management

- Develop and implement effective maintenance strategies and programmes for facilities, assets, equipment and infrastructure under the organisation's responsibility.

- Oversee preventive, predictive and corrective maintenance activities to ensure reliability, availability and operational continuity.

- Establish maintenance schedules, priorities, service standards and performance indicators.

- Monitor asset condition and identify potential failures, maintenance risks and improvement opportunities.

- Manage maintenance contractors, service providers and vendors to ensure agreed service levels, quality and response times are achieved.

- Ensure maintenance works are carried out safely, efficiently and in compliance with relevant statutory, regulatory and organisational requirements.

- Review recurring maintenance issues and recommend appropriate corrective actions or improvement initiatives.

- Maintain appropriate records relating to assets, maintenance activities, warranties, contracts and service history.

- Develop recommendations for asset replacement, upgrading, refurbishment or improvement where required.

- Drive continuous improvement initiatives to enhance asset reliability, operational efficiency and maintenance effectiveness.

People & Stakeholder Management

- Lead, manage and develop project and maintenance personnel to achieve operational and project objectives.

- Allocate resources effectively based on project priorities, maintenance requirements and business needs.

- Set clear expectations, objectives and performance standards for team members and contractors.

- Foster effective collaboration between project, maintenance, operational and corporate functions.

- Manage relationships with senior management, business leaders, contractors, consultants, suppliers and other key stakeholders.

- Provide regular updates to the CEO on project progress, maintenance performance, key risks, issues and required decisions.

- Facilitate effective communication and resolution of stakeholder concerns throughout the project and maintenance lifecycle.

- Build and maintain a reliable network of contractors, consultants and technical service providers.

- Coach and develop team members to strengthen project management, maintenance and technical capabilities.

Budget & Cost Management

- Prepare and manage project and maintenance budgets based on approved plans and requirements.

- Track project and maintenance expenditure against approved budgets and highlight significant variances.

- Review quotations, purchase requests, variation orders and contractor claims to ensure costs are reasonable and properly supported.

- Monitor contractor and supplier costs and ensure spending is within approved budgets and authority limits.

- Identify practical opportunities to reduce costs and improve value without compromising safety, quality and reliability.

- Provide cost estimates and budget inputs for new projects, repairs, upgrades and maintenance works.

- Escalate significant cost issues or potential budget overruns to the CEO with recommended actions.

Asset, Facilities & Property Management

- Oversee the management and upkeep of properties, buildings, facilities, infrastructure, equipment and other physical assets under the organization’s responsibility.

- Develop and monitor preventive and corrective maintenance plans to maintain asset reliability, safety and operational readiness.

- Conduct regular inspections and condition assessments of facilities, properties and assets to identify defects, deterioration and maintenance requirements.

- Coordinate building, facility and infrastructure repairs, upgrades, refurbishment and improvement works.

- Maintain and monitor asset and property records, including asset condition, maintenance history, warranties and service requirements.

- Identify asset replacement, refurbishment and improvement needs and provide recommendations based on condition, usage, operational requirements and cost.

- Ensure facilities and properties are maintained in accordance with applicable safety, technical, environmental and statutory requirements.

- Coordinate with relevant technical specialists, contractors and service providers for inspections, surveys, testing and assessment of facilities and assets.

- Monitor the performance and condition of critical assets and facilities and recommend appropriate corrective or preventive actions.

External, Vendor & Regulatory Stakeholder Management

- Manage day-to-day working relationships with contractors, consultants, suppliers, service providers and other external parties involved in projects, maintenance and property-related activities.

- Coordinate with government authorities, local councils, statutory bodies and relevant agencies on approvals, inspections, permits, compliance and other project or property requirements.

- Engage external technical specialists, surveyors and consultants when required for project, property, asset or facility assessments.

- Coordinate site visits, inspections, surveys, meetings and technical discussions with relevant external parties.

- Monitor contractor and service provider performance against agreed scope, timelines, service standards and contractual requirements.

- Resolve operational, technical and service-related issues with external parties and escalate significant matters where required.

- Establish and maintain effective working relationships with relevant community organizations, NGOs and other external stakeholders where their involvement is required for projects, property or site-related activities.

- Ensure all relevant documentation, approvals, reports and correspondence with external parties are properly maintained.

- Represent the organization in meetings and discussions with external stakeholders on matters relating to projects, properties, facilities, assets and maintenance.

Requirements

- Bachelor’s Degree in Project Management, Civil Engineering, Mechanical Engineering, Electrical Engineering, Building Services, Facilities Management, Property Management or a related discipline.

- Minimum 5–8 years of relevant working experience in project management, facilities and maintenance management, property management, infrastructure development or a related field, preferably with experience managing multiple projects and maintenance activities.

- Proven experience in managing the end-to-end project lifecycle, including project planning, budgeting, scheduling, implementation, commissioning, handover and project close-out.

- Demonstrated experience in facilities, property, infrastructure and asset management, including preventive maintenance, corrective maintenance, refurbishment, upgrading and asset replacement planning.

- Strong knowledge of project management principles, maintenance practices, contractor management, cost control, risk assessment and quality assurance.

To apply, please submit your resume and cover letter outlining your interest for this role.