Assistant Facilities Manager Soft Services

JLL; Mumbai; On-site; INR 4,50,000 - 6,75,000; Full time

Job summary

A leading real estate firm in Mumbai is seeking a Facilities Manager to oversee soft services, support operations, and ensure smooth facility functioning. The ideal candidate has experience in facilities management and operational tasks, with strong communication skills. Responsibilities include managing vendor relationships, ensuring timely training of staff, and overseeing day-to-day operations in a client-oriented environment.

Qualifications

• Experience in Facilities Management or related field.
• Proficient in operational and administrative tasks.
• Ability to monitor and coordinate activities effectively.

Responsibilities

• Manage soft services such as cafeteria and helpdesk.
• Provide support to the Facility Management team.
• Ensure timely training for staff and maintain SOPs.
• Oversee the site during the entire shift.
• Coordinate client visits and ensure visitor satisfaction.

Skills

Operational support

Administrative skills

Facility management

Vendor management

Communication skills

Problem-solving

Initiative

Attention to detail

Job description

Overview

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies 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.

Location: On-site – Mumbai, MH

Scheduled Weekly Hours: 37

Responsibilities

• Over all in charge of entire soft services, cafeteria, mail room, help desk, vendor compliances, events and meeting room management
• Provide operational and administrative support to the Facility Management team assigned
• Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practice
• Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager
• Provide timely reports to the Facility Management
• Provide support to the FM to ensure critical operational items are attended to within agreed time frames
• Provide relief support to the F&A site teams as needed, including but not limited to the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc.
• Assist with the site audits and floor walks to be undertaken on entire Client site
• Assist in tabulating site defects arising from audits and floor walks and assist with setting deadlines for the defects to be rectified
• Ensure timely training and reporting thereafter for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff etc.
• Full responsibility of the site during the entire shift
• Filing of site related documents including but not limited to challans, GRNs etc.
• Ensure enough consumables stock is maintained on site and any shortfalls reported to the site lead
• Ensure all processes are followed as per the Standard Operating Procedures of AON viz. Stationery, midnight snacks etc., material movement etc.
• Timely submission of reports as requested by Asst Manager & Facility Manager
• Ensure employee health and safety and related services
• Ensure that appropriate vendor escalation process is followed
• Ensure that all cleaning and maintenance schedules are adhered to
• Complete any specific responsibilities as specified by the managers
• Tracking of Facility Operating Expenses
• Processing of all invoices for payment – first take approval of Client / FM and then submit to MIS and billing department
• Liaison with the client Finance team
• Client billing / invoicing and follow up payments by clients
• Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering
• Arrangement of all consumables and supplies for Client / VIP visits and arranging / blocking of Board rooms for meetings and Conferences and brief the Receptionist
• Taking regular Facility rounds of the property and coordinate with various teams like House Keeping, Security, Maintenance and keep FM / Account Lead updated
• Prepare the snag list soft copy date wise and coordinate with BMS and housekeeping to close the noticed points
• Proper check on vending machines and photocopier machine readings
• Checking H.K attendance on daily basis
• Checking food quantity and food testing before lunch/dinner starts
• Coordinating for medical emergencies as and when required
• Take regular briefings of Help Desk / Mail room Executive
• Provide management advice to Helpdesk for escalated issues
• Insure immediate response to priority calls
• Coordinate with facilities helpdesk regarding the arrangements of the day
• Oversee the Front office function during the shift
• Ensure Visitors are promptly attended by FOE
• Ensure that FOE has placed newspaper and magazine in the reception area
• Oversee the Mailroom process during the shift
• Provide management advice to Mailroom for escalated issues
• Prepare weekly shift/duty rosters for Helpdesk, Front Desk, and Mailroom
• Check attendance of vendor employees
• Manage monthly Cafeteria meeting and send minutes of meeting to all Spocs and take corrective action for cafeteria
• Manage the Inventory Control of all facility related items
• Maintain proper Log Book and mention follow up jobs if pending for the next shift
• Log book to be shown and signed by Facility Manager every morning

Notes

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