Facilities - Lead / AM - Mumbai

Position Title: Lead / Assistant Manager

Location: Mumbai

Reports To: Facilities Manager / Head of Facilities

Work Schedule: Rotational

Position Overview:

We are seeking a Facilities Coordinator with a strong electrical or technical background combined with experience managing soft services, EHS, and facility operations. This role will be responsible for overseeing all day-to-day facilities activities at our Mumbai office, which has extensive electro-mechanical infrastructure including electrical panels, UPS, HVAC systems, and fire safety equipment. The ideal candidate will balance hands-on technical management with coordination of housekeeping, pantry services, vendor management, and compliance processes, while ensuring alignment with global facilities standards.

Key Responsibilities

1. Facilities Operations & Services Coordination

• Manage end-to-end facilities operations, covering:

o Technical Services:
- Electrical systems: HT/LT panels, UPS, DG sets, power distribution, and lighting.
- HVAC systems: chillers, AHUs, FCUs, VRV/VRF systems.
- Fire & Safety systems: fire alarms, suppression systems, access control, CCTV, BMS.
- Conduct regular inspections of electrical rooms and technical areas, ensuring uptime and compliance.
- Coordinate preventive and corrective maintenance schedules using task management platforms.
- Act as the first point of contact for employee service requests and facilities-related queries.
- Manage workspace allocation and meeting room bookings using facility management systems/platforms.

o Soft Services: housekeeping, pantry, mailroom, front office/reception, visitor management.

o EHS Compliance: implement and monitor workplace safety standards, fire drills, first-aid readiness, and incident reporting.

2. Workflow Management

• Coordinate and prioritize all facility-related tasks using workflow management tools (e.g., Asana, Trello, ServiceNow, or company-specific platforms).
• Monitor service requests, preventive maintenance activities, and project progress, ensuring service-level agreements (SLAs) are met.
• Provide regular updates to internal stakeholders and the Global Facilities team.
• Implement and maintain tracking systems for work orders, service requests, vendor tasks, and project workflows.

3. Vendor & Contractor Coordination

• Coordinate with service vendors for electrical, HVAC, soft services, and general maintenance.
• Review safety procedures, work permits, and vendor risk assessments before job execution.
• Conduct vendor performance reviews and monitor service quality.
• Ensure timely processing of vendor invoices and AMC renewals.

4. Documentation & Reporting

• Maintain accurate records for:

o Electrical assets and service logs.

o Compliance certificates and statutory documentation.

o AMC contracts, facility reports, and workflow tracking logs.
- Prepare regular reports on service metrics, uptime, project progress, and compliance for leadership and global reporting requirements.

5. Process Improvement & Compliance

• Identify process improvement opportunities across technical services, soft services, and workflows.
• Assist in developing, reviewing, and updating Standard Operating Procedures (SOPs).
• Support energy management and sustainability initiatives where applicable.
• Ensure compliance with local statutory regulations and global safety standards.

Required Skills and Competencies

• Strong understanding of building electrical systems, HVAC operations, and fire safety systems.
• Proven experience in managing both technical services and soft services within corporate office environments.
• Familiarity with task/workflow management platforms and facility management systems.
• Proficient in Microsoft Office Suite (Excel, PowerPoint, Outlook).
• Strong communication skills for internal coordination, vendor management, and global team engagement.
• Ability to handle multiple priorities, troubleshoot issues, and maintain service continuity.

Qualifications

• Degree or Diploma in Electrical or Facilities Management.
• Minimum 8–10 years of experience in facilities management, Exposure and understanding of facilities operations, workplace management, or a related field, preferably in a multi-site operation.
• Technical Knowledge: Understanding of building maintenance, health & safety regulations, and office operations.
• Problem-Solving: Ability to troubleshoot facility-related issues and provide practical solutions.
• Communication: Strong verbal and written communication skills, with experience in liaising with remote teams.
• Technology Proficiency: Comfortable using facilities management software and remote collaboration tools (e.g., Microsoft Teams, ServiceNow, FM Systems).
• Project Coordination: Ability to manage small-scale office projects, relocations, and upgrades.
• Languages: Fluency in English; additional languages are a plus.