Assistant Facility Manager- Soft Services

Jones Lang LaSalle Incorporated; Gurgaon; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Jones Lang LaSalle Incorporated is seeking an Assistant Facilities Manager for Soft Services to oversee non-technical facilities support across our commercial properties.

You will manage cleaning, catering, security, reception, and waste management, ensure SLA/kPI compliance, coordinate vendors and contracts, monitor budgets, and uphold health, safety and environmental standards while reporting on service performance.

Qualifications

• Bachelor’s degree in Facilities Management, Business Administration, or related field.
• 3–5 years of facilities management experience with focus on soft services.
• Experience managing multiple service contracts and vendors.
• Background in commercial real estate or corporate facilities environment.

Responsibilities

• Oversee daily soft services operations including cleaning, catering, security, and reception.
• Monitor SLAs, KPIs and conduct regular quality audits.
• Manage vendor relationships and contract renewals.
• Assist in budgeting, cost control and invoice processing.
• Ensure health, safety, and environmental compliance.
• Use CAFM/CMMS for work orders and reporting.
• Prepare reports on service delivery and performance.

Skills

Strong organizational skills

Excellent communication

Problem-solving

Customer service orientation

Teamwork and independence

Education

Bachelor's degree in Facilities Management or related field

Tools

CAFM/CMMS

MS Office

Planon

Archibus

FM systems

Job description

Job Description:

AFM - Soft Services

Assistant Facilities Manager - Soft Services

Position Overview

The Assistant Facilities Manager for Soft Services supports the delivery of non-technical facilities management services, ensuring high-quality cleaning, catering, security, reception, waste management, and other hospitality-related services within commercial properties.

Key Responsibilities

Service Delivery Management

• Oversee daily operations of soft services including cleaning, catering, security, reception, mailroom, and waste management
• Monitor service delivery against SLAs and KPIs, ensuring compliance with contractual obligations
• Conduct regular site inspections and quality audits to maintain service standards
• Coordinate with service providers and contractors to resolve issues promptly

Vendor and Contract Management

• Manage relationships with soft services vendors and subcontractors
• Monitor vendor performance, conduct regular reviews, and implement improvement plans
• Assist in procurement processes, contract negotiations, and renewals
• Ensure compliance with health, safety, and environmental regulations

Client and Stakeholder Relations

• Serve as primary point of contact for soft services inquiries and issues
• Build strong relationships with clients, tenants, and building occupants
• Conduct regular client meetings to review service delivery and gather feedback
• Respond to service requests and complaints in a timely, professional manner

Budget and Financial Management

• Assist in preparing and managing soft services budgets
• Monitor expenditures, identify cost-saving opportunities, and control costs
• Process invoices, track expenses, and maintain accurate financial records
• Prepare regular financial reports and variance analyses

Health, Safety, and Compliance

• Ensure all soft services operations comply with health and safety legislation
• Conduct risk assessments and implement control measures
• Maintain compliance with environmental and sustainability standards
• Ensure all contractors hold appropriate certifications and insurance

Reporting and Documentation

• Maintain accurate records of service delivery, incidents, and performance metrics
• Prepare regular reports on service levels, KPIs, and operational performance
• Document processes, procedures, and best practices
• Utilize CAFM/CMMS systems for work order management and reporting

Required Qualifications

Education and Experience

• Bachelor's degree in Facilities Management, Business Administration, or related field preferred
• 3-5 years of experience in facilities management with focus on soft services
• Experience managing multiple service contracts and vendors
• Background in commercial real estate or corporate facilities environment

Technical Skills

• Strong knowledge of soft services operations and industry best practices
• Proficiency with CAFM/CMMS systems and MS Office Suite
• Understanding of health and safety regulations and compliance requirements
• Familiarity with sustainability and environmental management practices

Competencies

• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Problem-solving mindset with attention to detail
• Customer service orientation with professional demeanor
• Ability to work independently and as part of a team
• Financial acumen and budget management capabilities

Preferred Qualifications

• IWFM (Institute of Workplace and Facilities Management) certification
• IOSH Managing Safely or equivalent health and safety qualification
• Experience with integrated facilities management
• Knowledge of CAFM systems (e.g., Planon, Archibus, FM:Systems)

Working Conditions

• Office-based with regular site visits across portfolio
• Standard business hours with occasional evening/weekend coverage required
• Some physical activity including site inspections and walkthroughs

This role offers the opportunity to develop expertise in soft services management while contributing to the operational excellence of commercial properties within JLL's portfolio.