Assistant Facility Manager

Jones Lang LaSalle Incorporated; Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Jones Lang LaSalle Incorporated (JLL) is seeking an On-site Facility Executive in Mumbai, MH. You will oversee daily site operations, manage soft services vendors, ensure regulatory compliance, and drive cost efficiency.

The role emphasizes proactive communication with clients and teams, incident reporting, and continuous site improvements. You will lead weekly vendor meetings, coordinate with multi-disciplinary teams, and maintain comprehensive documentation for audits and performance metrics.

Qualifications

• Experience in facility/operational management preferred.
• Strong vendor and client management abilities.
• Proven ability to oversee daily site operations and reporting.

Responsibilities

• Submit Site MMR and KPI reports; track scores.
• Conduct weekly meetings with Soft Services Team and vendors.
• Manage vendor contracts, onboarding, training and compliance.
• Oversee PO creation, approvals, and monthly billing processes.
• Report incidents, maintain HSE playbook, and drive sustainability initiatives.
• Coordinate events with Technical Team and F&B Executive.
• Maintain site communications and documentation; ensure SOP adherence.
• Oversee inventory, asset maintenance and preventive upkeep.
• Manage duty rosters, site teams, and reporting cycles.

Skills

Team leadership

Vendor management

Operations management

Communication

Budgeting

Tools

CAAPS

MS Office

Job description

## Assistant Facility ManagerApply: On-site: Mumbai, MH: Full time: Posted Today: REQ534832**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.Facility Executive - Soft Sr. No. Discription A Client Management 1 Submission of Site MMR 2 Submission of Site KPI and acheivement of scores 3 Daily meet with Client for operation review 4 Perform bi-weekly facility rounds with Site Lead and Building Manager 5 Maintain continuous client communication regarding site performance and challenges 6 Maintain comprehensive client records and documentation 7 Keep Site - WhatsApp group consistently updated B Team Management 1 Conduct weekly meetings with Soft Services Team - Vendor Partner 2 Attend Soft Services briefings three times weekly 3 Hold daily site team meetings for updates, planning, events, and operations C Vendor Management - Associated with the contract 1 Engage empaneled vendors only for IFM deliverables with valid WA or MSA 2 Ensure adequate site deployment with required uniforms and PPE 3 Complete background/PCC verification within one month of employee joining 4 Maintain 52-week training calendar with scheduled reporting for vendor staff 5 Submit monthly attendance validation and billing by first week of each month 6 Provide monthly MMR and operation meeting with MOM documentation 7 Conduct monthly team meetings (HR camps or operational meetings) 8 Execute quarterly R&R programs D Accounts 1 Creating POR/PO 2 Enforce \"No PO, No Work\" policy - ensure PO issuance for all work 3 Maintain PO tracker and close POs within the same month 4 For Ad hoc POs: ensure vendor invoices are raised in CAAPS, approved, and subsequent client invoicing completed 5 Close CAAPS daily 6 Resolve rejected invoices with vendors 7 Obtain quarterly NDCs from all vendors 8 Monthly billing submissions 9 Maintain petty cash for sites E HSE 1 Incident reporting / Near Miss to be recorded & update to the client 2 Maintaining of Playbook F Sustainability Initiatives 1 Amount of Waste Diverted from Landfills on monthly basis 2 Organic Waste Management 3 Sustainability Certifications Achieved 4 Cost Savings from Sustainable Practices 5 Usage of eco-friendly materials in facility maintenance G Compliance Management 1 Ensure vendor compliance with all regulatory requirements 2 Monitor compliance scores and resolve non-conformance points 3 Maintain adherence to applicable laws, including minimum wage requirements H Audit 1 Analyze external audit reports and develop closure action plans 2 Conduct internal audits to standardize services and review operations I Communication 1 All important information must be documented in emails. 2 All communications require timely responses. J Operations Management 1 Oversee daily site operations to ensure smooth functioning of all activities 2 Conduct daily rounds and provide updates in Groups 3 Schedule job cards and maintain calendar for cleaning activities (daily/weekly/monthly) 4 Maintain operational efficiency, manage workflows, and ensure adherence to standard operating procedures 5 Monitor site performance metrics and implement productivity improvements 6 Maintain operation tracker for site-specific activities 7 Manage duty roster for site team including vendor partners, housekeeping, front of house, cash counter, mail room, and gardeners 8 Oversee daily, weekly, and monthly reports 9 Ensure continuous availability of cleaning consumables, tools, equipment, and machinery 10 Oversee inventory management and preventive maintenance for machinery 11 Coordinate events with Technical Team and F&B Executive 12 Process gate passes and entry notifications K App based process 1 To ensure comprehensive adherence to JLL APP based processes**Location:**On-site –Mumbai, MH**Scheduled Weekly Hours:**48If 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!