Assistant Manager Facilities

Overview

Manage shift‑time facility services, overseeing helpdesk, security, housekeeping, cafeteria and front office operations.

Key Responsibilities

• audit management
• vendor oversight
• traffic analysis
• report generation
• budget management
• escalation handling

Tasks

-During food run out situation, ensure the matter is escalated to catering lead and coordinate with the catering vendor or any other alternative arrangements -To ensure weekly training is imparted and staff grooming standard is maintained. -To ensure that the operating hours, menus will be prominently displayed in all prominent places in the cafeteria. -To ensure the Grooming of the staff -Ensure the hygiene of the cafeteria vendors operating in stalls. -Understating and managing of office services budget -Coordinating with transport and event team on any important aspects. -To conduct quarterly traffic analysis and ensure that waiting time on the cash counter and food counters and Sodexho counters shall be within tolerable limits. -To provide management advice for Front Office for escalated issues during the shift. -Should conduct monthly random Kitchen audit of the vendors. -To manage the overall key room, clock room and time office operations. -Making and reviewing of DM, Helpdesk and Mailroom roster. -To ensure immediate response to all priority calls during the shift and follow escalation process -To provide management advice on Helpdesk/Mailroom for escalated issues during the shift -Should be able to grab and adopt to all the new implemented initiatives -To ensure a facility walk through to check on all rest rooms, breakout area, workstations, meeting rooms, cabins, common areas, development areas for the quality of the housekeeping services. -Taking interviews for Security manager, housekeeping manager and Helpdesk candidate. -Assisting FM/Sr. FM in additional requirement like handling escalations, any special reports -To ensure upkeep of breakout area & reprographic equipment’s at all times and take necessary actions as required. -Helping and training new joiners in the team -To ensure that the housekeeping related issues are discussed with housekeeping duty manager and also on priority for the shift and ensure there is an action and tracking for the issue closure -Assisting FM in additional requirement like handling escalations and special reports. -To adhere to Policies, Processes & procedures and also the statutory documents -To ensure random food samples test is done by authorized vendor and results are taken up accordingly. -Ensure to implement all process/ procedures on ground effectively -Escalate Facility Manager and then Lead on escalations. -To ensure that the security assignment manager or security in-charge of the facility is being updated on the clients/VIP visits -To ensure Housekeeping muster, deployment and ensure acknowledgment on the register for and penalties/comments for the improvement in housekeeping service -Weekly & Monthly reports like MMR, FL Templates, etc. are prepared and shared on time. -Managing workplace stores. -To ensure caterers maintain a high standard of hygiene & cleanliness in the services areas -To coordinate with engineering team for any issues that need help. -Ensure all the Siebel housekeeping calls are closed on priority and within TAT without escalations -Daily and monthly updating of OLA in the SMDRS tool. -To manage and supervise the quality, quantity and the cost of meal and refreshments being served in the cafeteria. -To ensure immediate response to all priority calls from employees and Siebel team during the shift and follow escalation process -Ensure PPE are used by vendor staff while serving, cooking and washing. -To ensure accident or crises management is addressed immediately -To ensure that security staff adheres to GAP norms. -Answering the employees query on phone and mails replying. -To ensure that the table & chairs are cleaned at all times and the frequency shall be modulated according to the traffic. -To ensure that the housekeeping duty manager or housekeeping in-charge of the facility is being updated on the client’s/VIP visits -Should govern overall pest control, carpet maintenance, Wellness room, Ambulance, Indoor plants, Recreation room and Gym activities. -To ensure all such communication is entered in the duty manager log book to inform the next shift person. Proper handing over and taking over to be done. -Should conduct all the scheduled meeting and focus meets with projects as per calendar. -Conducting training for the team members and TPV staff on Ethics, Back to basic, code of conduct, BCP and process and policies -Ensuring implementations and effectiveness of new initiatives. -To assist Facility Manager in all such ISO, Internal, External, audits that happen at and ensure necessary documentation are done -To ensure Security muster, deployment and make sure to acknowledge on the register for any penalties/comments for the improvement in security services -Ensure to have good knowledge about the polices & procedures of site specific -To discuss and assist facility manager on monthly basis on the vendor performance matrix -Attending the shift briefing -Should participate and manage half yearly fire drill. -Assisting WM during crisis situation/BCP -Assisting in maintaining requirement compliance score and all the parameters. -Plan & train TPV staff on policies and requirements. -To ensure that tracking is done on the vendor crockery like spoons, plates etc. to ensure no shortages. -To go for facility, walk around and ensure Walk around map & Guide is followed and maintained. -Conducting random audit for mailroom, helpdesk, time office, VMS, café counters, Wellness room, cloak room, etc. and sharing the report with FM & respective department for actions. -To discuss and assist facility manager and security Manager (pan India) on monthly basis on the vendor performance matrix. -Preparing and sharing JLL team attendance. -Clearing of C-mail / Government agencies mail to the proper recipient -To ensure that the security related issues are discussed with security assignment manager and also on priority for the shift and ensure there is an action and tracking for the issue closure. -Managing site operations in absence of WM. -To take rounds of front office, lobby area, rest rooms to ensure a high standard of housekeeping & upkeep.

Requirements

• vmt
• imt
• site ops
• bgc
• work permit
• sla

What You Bring

-Should have complete knowledge & functionality e. Fit tools (VMT, IMT, Site Ops. Site Inspection tool), BGC and work permit tool. -To adhere to SLA & KPI as agreed with JLLM -Identification, on time closure and reporting of snags

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About Jll

-Founded over 200 years ago, JLL has become a global leader in real estate services and investment management. -With a presence in over 80 countries, JLL offers a wide range of services, including property management, advisory, and capital markets. -JLL manages iconic properties like the Shard in London and works with Fortune 500 companies to optimize real estate portfolios. -The company is known for its innovative solutions in real estate technology and sustainability. -Typical projects include large-scale urban developments, corporate relocations, and infrastructure advisory. -JLL has pioneered the integration of data-driven insights into real estate decision-making. -The company’s expertise spans across diverse sectors, such as residential, commercial, industrial, and infrastructure. -Notable for its long-standing history, JLL continues to shape the global real estate landscape.

Sector Specialisms