Assistant Facilities Manager KRA/KPI

Key Responsibility Areas (KRA) & Key Performance Indicators (KPI) for Assistant Facilities Manager

1. Maintenance Management

KRA: Overseeing maintenance activities to ensure the smooth functioning of facilities.

Short Description: Managing all maintenance tasks efficiently.

• Percentage of maintenance requests resolved within SLA.
• Reduction in downtime due to maintenance issues.
• Cost variance in maintenance budget.
• Feedback score from facility users on maintenance services.

2. Space Utilization

KRA: Optimizing space allocation to maximize facility efficiency.

Short Description: Ensuring optimal space usage throughout facilities.

• Percentage of available space utilized effectively.
• Improvement in space utilization efficiency over time.
• Number of space reallocation initiatives implemented.
• Feedback from departments on space adequacy.

3. Safety and Security Compliance

KRA: Ensuring adherence to safety and security regulations within facilities.

Short Description: Maintaining a safe and secure environment for all occupants.

• Number of safety inspections conducted per quarter.
• Incident rate related to safety and security issues.
• Compliance percentage with safety regulations.
• Response time to security incidents.

4. Vendor Management

KRA: Managing vendor relationships for facility services and supplies.

Short Description: Efficiently coordinating with external vendors for facility needs.

• Vendor performance rating based on SLAs.
• Cost savings achieved through vendor negotiations.
• Percentage of on-time vendor service delivery.
• Number of vendor contracts renegotiated for better terms.

5. Sustainability Initiatives

KRA: Implementing sustainability practices within facility operations.

Short Description: Promoting eco-friendly and energy-efficient strategies.

• Reduction in energy consumption levels.
• Implementation of recycling and waste reduction programs.
• Percentage of sustainable materials used in facility upgrades.
• Recognition or certifications obtained for sustainable practices.

6. Budget Planning and Control

KRA: Developing and managing facility budgets effectively.

Short Description: Ensuring financial resources are allocated wisely.

• Budget variance analysis against actual expenditures.
• Achievement of cost-saving targets within the budget.
• Percentage of budget allocation for planned projects.
• ROI on facility improvement projects.

7. Emergency Response Preparedness

KRA: Establishing protocols and training for emergency situations.

Short Description: Ensuring readiness for any emergency event.

• Response time to emergency incidents.
• Training hours per employee on emergency procedures.
• Effectiveness of emergency drills conducted.
• Compliance with emergency response regulations.

8. Technology Integration

KRA: Implementing and utilizing technology for facility management.

Short Description: Leveraging tech tools for efficient operations.

• Adoption rate of facility management software.
• Reduction in manual tasks through automation.
• Feedback on user satisfaction with tech solutions.
• Number of technology upgrades implemented.

9. Team Development and Training

KRA: Fostering the growth and skills of facility management team members.

Short Description: Developing a competent and motivated team.

• Training hours per employee on relevant skills.
• Employee satisfaction and retention rates.
• Number of promotions or internal advancements.
• Team performance improvement based on set KPIs.

10. Stakeholder Communication

KRA: Maintaining effective communication with all facility stakeholders.

Short Description: Ensuring clear and timely information exchange.

• Feedback score from stakeholders on communication effectiveness.
• Frequency of communication updates shared.
• Resolution time for stakeholder queries or concerns.
• Number of successful stakeholder engagements initiated.

Real-Time Example of KRA & KPI

Facility Maintenance Example

KRA: Ensuring 90% of maintenance requests are resolved within 48 hours.

• KPI 1: Percentage of maintenance requests resolved within 48 hours.
• KPI 2: Cost variance in the maintenance budget.
• KPI 3: Feedback score from facility users on maintenance services.
• KPI 4: Reduction in downtime due to maintenance issues.

Consistently meeting these KPIs led to improved facility functionality and user satisfaction.

Key Takeaways

• KRA defines what needs to be done, whereas KPI measures how well it is done.
• KPIs should always be SMART (Specific, Measurable, Achievable, Relevant, Time-bound).
• Regular tracking and adjustments ensure success in Assistant Facilities Manager role.