Assistant Facility Manager

Job Summary

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you ve got deep experience in commercial real estate, skilled trades or technology, or you re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Responsibilities

• A Client Management
  • Submission of Site MMR
  • Submission of Site KPI and acheivement of scores
  • Daily meet with Client for operation review
  • Perform bi-weekly facility rounds with Site Lead and Building Manager
  • Maintain continuous client communication regarding site performance and challenges
  • Maintain comprehensive client records and documentation
  • Keep Site - WhatsApp group consistently updated
• B Team Management
  • Conduct weekly meetings with Soft Services Team - Vendor Partner
  • Attend Soft Services briefings three times weekly
  • Hold daily site team meetings for updates, planning, events, and operations
• C Vendor Management - Associated with the contract
  • Engage empaneled vendors only for IFM deliverables with valid WA or MSA
  • Ensure adequate site deployment with required uniforms and PPE
  • Complete background/PCC verification within one month of employee joining
  • Maintain 52-week training calendar with scheduled reporting for vendor staff
  • Submit monthly attendance validation and billing by first week of each month
  • Provide monthly MMR and operation meeting with MOM documentation
  • Conduct monthly team meetings (HR camps or operational meetings)
  • Execute quarterly R&R programs
• D Accounts
  • Creating POR/PO
  • Enforce "No PO, No Work" policy - ensure PO issuance for all work
  • Maintain PO tracker and close POs within the same month
  • For Ad hoc POs: ensure vendor invoices are raised in CAAPS, approved, and subsequent client invoicing completed
  • Close CAAPS daily
  • Resolve rejected invoices with vendors
  • Obtain quarterly NDCs from all vendors
  • Monthly billing submissions
  • Maintain petty cash for sites
• E HSE
  • Incident reporting / Near Miss to be recorded & update to the client
  • Maintaining of Playbook
• F Sustainability Initiatives
  • Amount of Waste Diverted from Landfills on monthly basis
  • Organic Waste Management
  • Sustainability Certifications Achieved
  • Cost Savings from Sustainable Practices
  • Usage of eco-friendly materials in facility maintenance
• G Compliance Management
  • Ensure vendor compliance with all regulatory requirements
  • Monitor compliance scores and resolve non-conformance points
  • Maintain adherence to applicable laws, including minimum wage requirements
• H Audit
  • Analyze external audit reports and develop closure action plans
  • Conduct internal audits to standardize services and review operations
• I Communication
  • All important information must be documented in emails.
  • All communications require timely responses.
• J Operations Management
  • Oversee daily site operations to ensure smooth functioning of all activities
  • Conduct daily rounds and provide updates in Groups
  • Schedule job cards and maintain calendar for cleaning activities (daily/weekly/monthly)
  • Maintain operational efficiency, manage workflows, and ensure adherence to standard operating procedures
  • Monitor site performance metrics and implement productivity improvements
  • Maintain operation tracker for site-specific activities
  • Manage duty roster for site team including vendor partners, housekeeping, front of house, cash counter, mail room, and gardeners
  • Oversee daily, weekly, and monthly reports
  • Ensure continuous availability of cleaning consumables, tools, equipment, and machinery
  • Oversee inventory management and preventive maintenance for machinery
  • Coordinate events with Technical Team and F&B Executive
  • Process gate passes and entry notifications
• K App based process
  • To ensure comprehensive adherence to JLL APP based processes

Location

Mumbai

Scheduled Weekly Hours

48

If this job description resonates with you, we encourage you to apply even if you don t meet all of the requirements. We re interested in getting to know you and what you bring to the table!

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.