Assistant Facilities Manager Soft Services

Over all in charge of entire soft services, cafeteria, mail room, help desk, vendor compliances, events and meeting room management

• To provide operational and administrative support to the Facility Management team assigned.
• Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise.
• Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager.
• To provide timely reports to the Facility Management.
• Provide support to the FM to ensure critical operational items are attended to within agreed time frames
• To provide relief support to the F&A site teams as needed, including but not limited to the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc.
• To assist with the site audits & floor walks to be undertaken on entire Client site
• Assisting in tabulating site defects leading from the audits & floor walks and assisting with the setting of deadlines for the defects to be rectified
• Ensure timely training & reporting thereafter for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff etc.
• Full responsibility of the site during the entire shift
• Filing of site related documents including but not limited to challans, GRN’s etc.
• Ensure enough consumables stock is maintained on site & any shortfalls to be reported to the site lead
• Ensure all processes are followed as per the Standard Operating Procedures of AON viz. Stationery, midnight snacks etc., material movement etc.
• Timely submission of reports as requested by Asst Manager & Facility Manager
• Ensure employee health & safety & related services
• Ensure that appropriate vendor escalation process is followed
• Ensure that all cleaning & maintenance schedules are adhered to
• Ensure completing any specific responsibilities as specified by the managers
• Tracking of Facility Operating Expenses
• Processing of all invoices for payment – first take approval of Client / FM and then submit to MIS and billing department.
• Liaison with the client Finance team
• Client billing / invoicing and follow up payments by clients
• Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering
• Arrangement of all consumables and supplies for Client / VIP visits and arranging / blocking of Board rooms for meetings and Conferences and brief the Receptionist.
• Taking regular Facility rounds of the property and co-ordinate with various teams like House Keeping, Security, Maintenance and Keep FM / Account Lead updated.
• To prepare the snag list Soft copy date wise and coordinate with BMS and housekeeping to close the noticed points.
• Proper check on vending machines and photocopier machine reading.
• Checking H.K attendance on daily basis.
• To check food quantity, and Food testing before lunch/Dinner starts
• Coordinating for Medical Emergencies as and when required
• Take regular briefings of Help Desk/ Mail room Executive.
• Provide management advice to Helpdesk for escalated issues.
• Insure immediate response to priority Calls.
• Coordinate with facilities helpdesk regarding the arrangements of the day.
• Oversee the Front office Function during the shift
• Ensure Visitors are promptly attended by FOE
• Ensure that FOE has placed news paper and magazine in the reception area.
• Oversee the Mailroom process during the shift.
• Provide management advice to Mailroom for escalated issues
• Prepare weekly shift/duty rosters for Helpdesk, Front Desk, and Mailroom,
• To check the attendance of our vendors employee.
• Managing monthly Cafeteria meeting and sending minutes of meeting to all Spocs and accordingly taking corrective action for cafeteria.
• Manage the Inventory Control of all facility related items.
• Maintain Proper Log Book and mention the follow up jobs if pending for the next shift.
• Log book to be shown and signed by F.M every morning.