Site Facilities Manager - Soft Services

Role & responsibilities

• Manage the day-to-day operations of all soft services at the facility.
• Supervise and coordinate housekeeping, security, pantry, pest control, landscaping, waste management and other support services.
• Ensure the site is maintained in a clean, safe, hygienic and presentable condition.
• Manage manpower deployment, attendance, shift schedules, leave arrangements and replacements.
• Conduct regular inspections and ensure service quality is maintained as per agreed SLA/KPI standards.
• Monitor housekeeping activities, cleaning schedules, washroom hygiene, consumable usage and equipment availability.
• Coordinate with security teams to ensure effective access control, visitor management and security protocols.
• Monitor pantry/cafeteria services and ensure food hygiene and service quality.
• Ensure proper segregation, collection and disposal of waste in accordance with site requirements.
• Coordinate landscaping and pest-control activities and ensure scheduled services are completed.
• Manage vendors and contractors, including performance monitoring, work allocation and service-level compliance.
• Conduct regular toolbox meetings, team briefings and training programs for soft-service staff.
• Prepare and maintain daily, weekly and monthly operational reports.
• Monitor attendance, manpower productivity, absenteeism and overtime.
• Maintain inventory of housekeeping materials, consumables, chemicals, uniforms and other soft-service requirements.
• Ensure all chemicals and cleaning materials are stored and used safely.
• Handle client/customer complaints and ensure timely resolution.
• Coordinate with Engineering, Security, Admin, HR and other internal teams for smooth facility operations.
• Conduct periodic audits and inspections and initiate corrective/preventive actions wherever required.
• Ensure compliance with company policies, statutory requirements, EHS standards and site-specific procedures.
• Support emergency preparedness, evacuation drills and other safety initiatives.
• Maintain proper documentation, checklists, registers, permits and service records.
• Participate in client review meetings and provide updates on operational performance.
• Identify opportunities for improving service quality, cost efficiency and customer experience.

Preferred candidate profile

Team Management

• Lead and motivate the soft-services team at the site.
• Allocate duties and responsibilities to supervisors and frontline staff.
• Monitor staff performance and productivity.
• Ensure adequate manpower availability during all shifts.
• Identify training requirements and conduct regular training/induction programs.
• Manage employee discipline and escalate performance-related issues appropriately.

Vendor Management

• Coordinate with outsourced service providers and contractors.
• Verify manpower deployment and service completion.
• Monitor vendor performance against agreed SLAs and KPIs.
• Review vendor bills and supporting documents before submission for approval.
• Ensure timely renewal and availability of required statutory/vendor documents.
• Escalate repeated service deficiencies and ensure corrective action.

Client Management

• Maintain effective communication with the client/site representatives.
• Understand client requirements and ensure timely service delivery.
• Conduct regular client feedback sessions and address concerns.
• Prepare and present operational reports during review meetings.
• Build a strong working relationship with client stakeholders.

Compliance & Safety

• Ensure compliance with applicable statutory, safety, environmental and company requirements.
• Ensure proper usage and storage of cleaning chemicals and equipment.
• Conduct regular safety inspections and report unsafe conditions.
• Ensure staff use appropriate PPE and follow safety procedures.
• Support audits, inspections and emergency drills.
• Maintain all required records and documentation for audits.

Required Skills

• Strong knowledge of Soft Services / Facility Management operations.
• Good manpower planning and team-management skills.
• Strong vendor and client management skills.
• Good communication and interpersonal skills.
• Ability to handle customer complaints and operational escalations.
• Good knowledge of housekeeping and hygiene standards.
• Ability to prepare MIS and operational reports.
• Good problem-solving and decision-making skills.
• Proficiency in MS Excel, Word and PowerPoint.
• Ability to work independently and manage multiple activities simultaneously.