Assistant Facility Manager

Role

Assistant Facility Manager - Soft Services

REPORTING TO Facility Manager/Property Manager

DUTIES & RESPONSIBILITIES

• Manage the team providing first line soft services to the Managed Facility, including Front Desk, Event, Cafeteria, Meeting Rooms, help desk, Space, Stationery, Reprographics, Waste, housekeeping services, consumables & tools, pantry services, mailroom services.
• Assist the Facility Manager in developing and implementing strategic plans, policies, and procedures for the soft services department to ensure efficient service delivery.
• Oversee and coordinate the execution of janitorial services, including cleaning schedules, inventory control, and contractor management, to maintain a high standard of cleanliness and hygiene throughout the facility.
• Support the management and coordination of landscaping and grounds maintenance activities to ensure a well-maintained and aesthetically pleasing exterior environment.
• Work closely with vendors and contractors to monitor the delivery of pest control, waste management, and other soft service-related services, ensuring compliance with regulatory requirements and service level agreements.
• Conduct regular inspections of the facility to identify maintenance needs, safety hazards, and code violations, and liaise with appropriate teams to resolve issues promptly.
• Collaborate with the Facility Manager to manage budgets, control costs, and seek cost-saving opportunities without compromising service quality and customer satisfaction.
• Maintain effective relationships with internal stakeholders, including occupants and other facility management teams, to understand their needs and ensure timely and satisfactory resolution of service-related concerns.
• Stay updated with industry trends and best practices to identify opportunities for improving soft service operations and implementing innovative solutions.
• Support the development and implementation of training programs for soft services staff to enhance their skills and knowledge.
• Provide administrative support to the Facility Manager, including preparing reports, maintaining records, and handling correspondence related to soft services.
• Responsibility for all other duties and tasks as assigned by Manager.
  
  

Waste Management

• Bins must be emptied, cleaned and dried inside and out, bin-liners replaced where necessary and placed in their original locations. Liners must be used at all times.
• Service Provider shall Collect the garbage from the garbage collection point and segregate the waste in recyclable and non-recyclable type and shall ensure proper disposal of waste outside the premises as per the standards and directions provided by Authorities/LL
• Service Provider shall be responsible for arranging the transport and in consultation with Authority, shall identify the area / frequency for garbage disposal. Proper waste disposal system shall be adopted and collection points shall be defined.
• Waste management methodology shall comply with the guidelines laid down in applicable Waste Management SOP
  
  

SAFETY MANAGEMENT –

• Records are to be maintained on all employees training, including but not limited to hazard
  
  

assessment and communications, permits and licenses and accident investigations.

• Implement permit-to-work programs where such work is required to be carried out but not
  
  

limited to hot work, entry into confined space, work on fire suppression systems and work on high voltage and live electrical equipment’s

• MSDS display and training on regular basis
• PPEs to be available for FM staff at all times, team to ensure all international safety
  
  

standards are adhered to.

Document - Training Records, Incident/accident register & MSDS register

STAFF WELFARE –

Ensure all the staff members (in-house + outsourced ) are duly paid salary on time

All labor related statutes are complied within timelines

Reward & recognition activity is conducted regularly

Required site related training not limited to code of conduct, security, safety, POSH, skill up gradation & best practices to be conducted regularly

Reports ManagementTransition Manual ; Daily Management reports ; PPM Calendar; FM Service Provider/Supplier evaluation sheet; service reports; Incident/Accident register; M/C Cards; AMC Tracker; Asset Register; Consumption reports; Attendance Register; Audit report / Action Plan tracker; Complaint Management report; MMR & QBR; Equipment checklists & logbooks; Daily Cleaning Schedules; MSDS list, SOPs etc.Courier incoming/outgoing register; DSR, MMR etc.

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