Assistant Facilities Manager

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Job Profile – Assistant Facilities Manager

The Assistant Facilities Manager role serves as a key support position within facilities management operations, working closely with the Facilities Manager to ensure optimal building performance, tenant satisfaction, and operational efficiency. This role combines hands-on operational responsibilities with administrative and project coordination duties.

Primary Responsibilities

The position encompasses day-to-day operational support, including coordinating maintenance activities, managing vendor relationships, and ensuring compliance with safety and building standards. Assistant Facilities Managers typically oversee Soft Servies , Technical services, PPM , respond to stakeholder requests, and assist with budget preparation and expense tracking. They often serve as the primary point of contact for routine facility issues and emergency response coordination.

•Manage the team providing first line soft services to the Managed Facility, including Front Desk, Event, Cafeteria, Meeting Rooms, help desk, Space, Pantry Services , Coffee machines Stationery, Reprographics, Waste, housekeeping services, consumables & tools, pantry services, mailroom services.

Manage Soft Services, Hard services, F&B services, Events independently as site lead.

Coordinate with Property Management team, Builders on day-to-day basis .

•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.

•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.

Keeping track of consumption & ensuring requisite stock of material, consumables & tools is always maintained at site, with no instance of stock being completely exhausted.

Coordinate with external vendors, contractors, and service providers to ensure timely and satisfactory delivery of technical services.

Vendor is managed in line with the JLL vendor management process.

Vendor is managed strictly in line with both JLL and Purchaser contract, and associated agreed SLAs and KPIs

Coordinate with AMC vendors to ensure timely PPM / Repairs of all technical systems

Manage and maintain stock of washrooms and pantry consumables. maintain accurate Inventory register both hard and soft copy.

Submit daily DSR , Fortnightly reports and monthly MMR.

Manage all vendor staff under JLL on site and ensure all labour compliances are in place.

Financial oversight includes budget management, revenue optimization, cost control, and performance reporting. Preparation of Cost sheet. Initiate PO / PR and Invoicing.

 

Key Skills and Qualifications

Successful candidates typically possess a bachelor's degree in Hotel Management, Hospitality graduate,  facilities management, engineering, or related field, though relevant experience can substitute for formal education.

Strong communication skills are essential for interacting with customers, employees , client vendors, and team members.

Presentable candidate with good computer skills

Experience in managing F&B, Events will be added advantage.

Leadership and People Management Strong team leadership abilities to manage diverse service teams including cleaning, catering, security, and landscaping staff. This includes motivating teams, conducting performance reviews, and managing staff schedules across multiple shifts and locations.

Vendor and Contract Management Expertise in managing multiple service contracts simultaneously, including negotiating terms, monitoring service level agreements, and ensuring compliance with contract specifications. Understanding of procurement processes and ability to evaluate vendor performance objectively.

Customer Service Excellence Advanced interpersonal skills to manage client relationships and handle complaints professionally. Ability to translate client needs into actionable service requirements and maintain high satisfaction levels across all service areas.

Financial Management Budget planning and cost control capabilities, including analysing service costs, identifying efficiency opportunities, and managing expenses within approved budgets. Understanding of pricing models for different soft services.

Operations Coordination Strong organizational skills to coordinate multiple service streams simultaneously while ensuring minimal disruption to building operations. Ability to schedule services efficiently and manage emergency response situations.

Communication and Problem-Solving Excellent written and verbal communication skills for reporting to senior management, coordinating with technical teams, and resolving operational issues quickly and effectively.

 

Location:

On-site –Pune, MH

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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