Assistant Manager - Facilities

Key Responsibilities

• Soft Services Operations
  
  

Oversee day-to-day soft services operations including housekeeping, pest control, security coordination, landscaping, waste management, and hygiene services. Ensure service delivery meets defined SLAs, health standards, and organizational expectations.

• Vendor Management
  
  

Manage third-party service providers by onboarding vendors, monitoring performance, conducting regular reviews, addressing escalations, and ensuring compliance with contractual and statutory obligations.

• Procurement
  
  

Coordinate procurement activities for facility-related materials, consumables, and services. Raise purchase requisitions, evaluate vendor quotations, support negotiations, and ensure timely availability of resources within budgetary limits.

• Inventory Management
  
  

Maintain accurate records of assets, consumables, and spares. Ensure optimal stock levels, conduct periodic audits, and implement controls to prevent loss, misuse, or stock-outs.

• Invoicing and MIS
  
  

Verify vendor invoices against contracts, work orders, and service completion. Prepare and maintain MIS reports related to expenses, vendor performance, asset tracking, and service metrics for management review.

• Stakeholder Management
  
  

Act as a point of contact for internal stakeholders, including business units, employees, and leadership. Address service-related queries, manage expectations, and ensure high levels of customer satisfaction.

• Facility Maintenance and Upkeep
  
  

Ensure the facility is maintained in a safe, functional, and presentable condition. Coordinate timely repairs, inspections, and corrective actions to minimize downtime and enhance occupant experience.

• Contract Management
  
  

Support drafting, execution, renewal, and closure of facility-related contracts. Track contract validity, SLAs, penalties, and compliance requirements to ensure contractual adherence.

• AMC and Preventive Maintenance
  
  

Manage Annual Maintenance Contracts (AMCs) for equipment such as HVAC, electrical systems, elevators, fire safety systems, and plumbing. Plan and monitor preventive maintenance schedules to reduce breakdowns and extend asset life.

• Team Management
  
  

Supervise and support the facilities team, including supervisors and service staff. Allocate duties, monitor performance, handle attendance, and foster a culture of accountability and teamwork.

• Training and Team Engagement
  
  

Organize training programs for staff and vendors on safety, SOPs, compliance, and service quality. Lead team engagement initiatives to improve morale, skill development, and retention.

Desired Skills & Competencies

• Strong coordination and organizational skills
• Vendor and stakeholder management expertise
• Knowledge of facility operations and compliance standards
• Financial acumen for invoicing and cost control
• Leadership and people management abilities