Assistant Manager Facilities

Job Description

Assistant Facility Manager

Integrated Facilities Management

What this job involves :

Job Aim : Assistant Manager, Facilities will be responsible for managing all aspects of the facility management service delivery system in during the shift. In this capacity, the Assistant Facility Manager is accountable for the completion of pending works that needs high priority to complete in the required shift.

Responsibilities

Helpdesk / Mailroom Operations

▪ To provide management advice on Helpdesk / Mailroom for escalated issues during the shift

▪ To ensure immediate response to all priority calls from employees and Siebel team during the shift and follow escalation process

▪ To ensure accident or crises management is addressed immediately ▪ Clearing of C-mail / Government agencies mail to the proper recipient

Front Office Operations

▪ To provide management advice for Front Office for escalated issues during the shift.

▪ To ensure immediate response to all priority calls during the shift and follow escalation process

▪ To take rounds of front office, lobby area, rest rooms to ensure a high standard of housekeeping & upkeep

• ▪ To ensure immediate response to all priority calls during the shift and follow escalation process

Security Operations

▪ Attending the shift briefing

▪ To ensure Security muster, deployment and make sure to acknowledge on the register for any penalties / comments for the improvement in security services

▪ To ensure that the security assignment manager or security in-charge of the facility is being updated on the clients / VIP visits

▪ 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.

▪ To ensure that security staff adheres to GAP norms.

▪ To discuss and assist facility manager and security Manager (pan India) on monthly basis on the vendor performance matrix.

▪ To ensure the Grooming of the staff

▪ To manage the overall key room, clock room and time office operations.

▪ To ensure weekly training is imparted and staff grooming standard is maintained.

▪ Answering the employees query on phone and mails replying.

▪ Ensure to implement all process / procedures on ground effectively

Housekeeping Operations

▪ Attending the shift briefing

▪ To ensure Housekeeping muster, deployment and ensure acknowledgment on the register for and penalties / comments for the improvement in housekeeping service

▪ To ensure that the housekeeping duty manager or housekeeping in-charge of the facility is being updated on the client's / VIP visits

▪ 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

▪ 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.

▪ Identification, on time closure and reporting of snags

▪ To discuss and assist facility manager on monthly basis on the vendor performance matrix ▪ Ensure all the Siebel housekeeping calls are closed on priority and within TAT without escalations

Cafeteria Operations

▪ To ensure caterers maintain a high standard of hygiene & cleanliness in the services areas

▪ 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 random food samples test is done by authorized vendor and results are taken up accordingly.

▪ To manage and supervise the quality, quantity and the cost of meal and refreshments being served in the cafeteria.

▪ To ensure that the operating hours, menus will be prominently displayed in all prominent places in the cafeteria.

▪ 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 ensure that the table & chairs are cleaned at all times and the frequency shall be modulated according to the traffic.

▪ To ensure that tracking is done on the vendor crockery like spoons, plates etc. to ensure no shortages. ▪ Should conduct monthly random Kitchen audit of the vendors.

▪ Escalate Facility Manager and then Lead on escalations.

▪ Ensure the hygiene of the cafeteria vendors operating in stalls.

▪ Ensure PPE are used by vendor staff while serving, cooking and washing.

▪ Answering the employees query on phone and mails replying.

General Operations

▪ To ensure upkeep of breakout area & reprographic equipment's at all times and take necessary actions as required.

▪ 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.

▪ To go for facility, walk around and ensure Walk around map & Guide is followed and maintained.

▪ To adhere to Policies, Processes & procedures and also the statutory documents

▪ To adhere to SLA & KPI as agreed with JLLM

▪ To assist Facility Manager in all such ISO, Internal, External, audits that happen at and ensure necessary documentation are done

▪ To coordinate with engineering team for any issues that need help.

▪ Plan & train TPV staff on policies and requirements.

▪ Daily and monthly updating of OLA in the SMDRS tool.

▪ Important and VIP client visits to be coordinated with Events team and should be managed without escalations.

▪ Should have complete knowledge & functionality e. Fit tools (VMT, IMT, Site Ops. Site Inspection tool), BGC and work permit tool.

▪ Should govern overall pest control, carpet maintenance, Wellness room, Ambulance, Indoor plants, Recreation room and Gym activities.

▪ Should conduct all the scheduled meeting and focus meets with projects as per calendar.

▪ Should participate and manage half yearly fire drill.

▪ All daily, weekly and monthly reports to be shared on time.

▪ All the relevant checklist to be governed and maintained as per requirement.

▪ Should be able to grab and adopt to all the new implemented initiatives

Additional Responsibilities

▪ Making and reviewing of DM, Helpdesk and Mailroom roster.

▪ Weekly & Monthly reports like MMR, FL Templates, etc. are prepared and shared on time.

▪ Taking interviews for Security manager, housekeeping manager and Helpdesk candidate.

▪ Assisting in maintaining requirement compliance score and all the parameters.

▪ Preparing and sharing JLL team attendance.

▪ Assisting FM / Sr. FM in additional requirement like handling escalations, any special reports

▪ Assisting FM in additional requirement like handling escalations and special reports.

▪ 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.

▪ Managing workplace stores.

▪ Understating and managing of office services budget

▪ Conducting training for the team members and TPV staff on Ethics, Back to basic, code of conduct, BCP and process and policies

▪ Helping and training new joiners in the team ▪ Ensuring implementations and effectiveness of new initiatives.

▪ New initiatives

▪ Managing site operations in absence of WM.

▪ Coordinating with transport and event team on any important aspects.

▪ Assisting WM during crisis situation / BCP

▪ Ensure to have good knowledge about the polices & procedures of site specific

Sound like you To apply, you need to be :

▪ Qualification : Degree

▪ Overall Experience : 3 – 6 years

▪ Industry Type : FM Services, IT, Hotel

▪ Industry Experience : 3 years

▪ Technical Skills : MS Office & Mail Communication,

▪ Generic Skills : Communication, Interpersonal, Vendor Management

▪ Behaviors : Team work, Learning attitude & Positive thinking

What we can do for you :

At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today!

Skills Required

Ms Office