Assistant Facilities Manager Soft Services

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Maintain client satisfaction with delivery of Facility Management services and support programs to increase customer satisfaction.

Regularly engage with clients to understand their specific needs, expectations, and concerns. This can be done through surveys, feedback sessions, or regular meetings.

Implement proactive and preventive maintenance programs to reduce downtime, minimize disruptions, and enhance facility efficiency.

Establish clear SOPs and performance benchmarks to ensure services are delivered consistently and meet high-quality standards.

Support compliance with audit and compliance standards in facility management, financial management, and operational policies and procedures.

Adhering to Preventive Maintenance Schedules.

Ensuring that all vendor contracts comply with client procurement and contract management policies. This includes verifying that vendor payments, contract terms, and performance meet agreed standards.

Ensuring that financial reports and budgets are accurate, transparent, and compliant with financial reporting standards. This includes proper documentation for all expenses, invoices, and financial transactions.

Conducting regular internal audits to ensure that operational procedures, policies, and service levels are in compliance. Using checklists, audit forms, and reports to document compliance and address any gaps or non-compliance.

Meet or exceed site Key Performance Indicators (KPIs); monitor Service Level Agreements (SLAs) monthly to identify potential challenges and plan corrective actions accordingly.

Regularly review and assess site-specific Key Performance Indicators (KPIs) to ensure targets are met or exceeded.

Manage SURF tickets, ensuring timely monitoring and resolution with appropriate corrective actions.

Ensure the tickets have been checked regularly to avoid the SLA breached.

Both proactive/reactive to be addressed

Reactive tickets route to the concerned team for further action.

Addressing the tickets on priority basis

Updating/closing the ticket in the surf tool once its addressed

Once a proactive ticket is raised, it must be addressed within the specified timelines

Once a ticket is assigned, its status should remain Hold until the concerned issue is addressed and resolved.

Monitor staff deployment, coordinate with vendors to meet site-specific requirements, and validate vendor staff attendance.

Regular staff briefings to be attended shift wise & ensure deployment sheet filed.

Ensure staff to be deployed floor wise as per the planned deployment.

Any absence /shortage of staff in shift escalate to the respective vendor for action

Attendance to be validated based on the deployment sheet.

Organize team engagement activities such as Rewards & Recognition, Women's Day Celebrations, and other events to foster a positive workplace culture.

Coordinate with the Vendor POC for the best staff nominations.

Post receiving nominations we will review and ensure the nominations are valid.

Make sure the necessary arrangements have been made for team R&R event.

Appreciating the nominees with gifts & certificates that provided from the respective vendor partner

By arranging refreshments for all the staff and wrap up the event by applauding the nominees

Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits and event scheduled during the shift.

Ensuring the area is neat & clean where the event is being held.

Shifting & Lifting of Furniture at the Event Site (if required)

Ensuring all services have been met as per the standards.

Coordinating and executing all the events ensuring everything goes off without any lapses.

Coordinating Customer Visits and ensuring a positive experience for visitors.

Preparing & maintaining a tracker for the scheduled events and same to be shared on monthly basis

Briefings and conducting training sessions to ensure staff are well-informed and properly trained.

Conducting the weekly/monthly trainings to all the support staff

Make sure the training topics are also covered the security team and engineering dept. related for the awareness

On-Job training will be conducted for the new joiners from the respective service providers

Ensure the 100% attendance of support team is cover in all the training sessions

Coordinating and ensuring Indoor Plants are well maintained across the site.

Make sure the indoor plants services are being maintained as per the SOW

Make sure the the dead plants are replaced with healthy plants once noticed

Green walls to be maintained as per the standard

If any lapses/gaps noticed escalate with respective service provider for quick action

All service documents to be validated for the invoice process

Implement effective pest control measures to maintain a hygienic and pest-free facility.

Ensure the thorough pest control activity has been conducted by the respective service provider on daily/weekly/monthly basis

Make sure the pest control team is using the approved chemicals only

Make sure proper supervision to be done while preparing the chemical dilutions for use

Ensure the monthly audits have been conducted and shared the relevant report by the service provider

Based on the Audit reports the further action to be taken

Ensuring effective pest control measures are in place to maintain a pest free facility.

Make sure the relevant service documents have been validated for the monthly billings based on SRN

Maintaining and managing breakroom facilities to ensure availability of hygiene free facility and food offerings for employees every time.

Maintain clean, hygienic, and fully stocked breakrooms to ensure employee comfort and satisfaction.

Oversee break room operations, ensuring cleanliness, proper furniture arrangements, and availability of basic amenities.

Monitor the quality and quantity of food supplies, ensuring they meet requirements and maintain standards.

Ensure the team is following the FIFO process always while placing products in break rooms

Coordinating wellness programs/ sessions to ensure the respective area is well maintained and basic amenities provided.

Coordinate wellness programs and sessions, ensuring areas are well-maintained and equipped with basic amenities.

Maintain hygiene-free environments in common areas and oversee sanitation practices.

Make sure the wellness session has been conducted as per the plan and share the monthly report accordingly

Coordinating and ensuring Gaming equipment are maintained well for employee usage during office hours.

Managing store operations, which could involve indent, receivables, stocking, issuance, and overall inventory management.

Material to be indented as per the site requirement for the following months

Approved Indent to be collected from the respective service partner as per the given timelines

Ensure material receivables to be validated as per the approved indent

Expiry dates to be checked before collecting the material

Post the security check material to be in-warded and stored in FIFO process in respective stores

Oversee store operations, including inventory management, requisitions, stocking, issuance, and ensuring accurate documentation.

Ensured the stock has been issued as per the approved indent form by the AFM

All records such as consumption trackers, indent forms, bin cards/registers updating, to be maintained by the store in charge

All Hard copies to be documented and soft copies to be shared on monthly basis

Surprise periodical store audit to be done by AFM and if any lapses noticed to be escalated to the services partner for necessary actions

Manage periodic scrap disposal in compliance with policy guidelines.

Relevant data to be prepared if any scrap was identified at site

Identified scrap to be segregated and to be moved to scrap store post approvals

Asset details to be tallied before scrapping them

Post approvals only the scrap should be taken out by the vendor

Periodically scrap disposal to be managed as per the policy.

Ensuring facility upkeep at gym, fitness studio & shower rooms to enhance employee experience and engagement.

Ensure the gym equipment is functioning properly and if any malfunction notices appropriate action to be taken to avoid injuries

Thorough periodical inspection to be done on the gym equipment functionality

New gym equipment to be procured based on the requirement and feedback

Gym & fitness studio users count to be tracked & shared on monthly basis

Shower rooms to be well maintained and always neat & tidy to avoid slipping

Shower room amenities to be refilled and fresh Lenin to be ready always for use

Handling reporting and data management to track and improve service operations.

Managing Café operations which involves cleaning, furniture arrangement, ensuring basic amenities at café.

Ensure that the quality and quantity of the food supplies are meeting the requirements.

Overseeing mail room operations which includes courier management, Key management, Ground staff on/off boarding process coordinating with badging team and timely deliverables as per process.

Managing the mail room operations to ensure that both inbound and outbound processes run smoothly.

Manage mailroom operations to ensure smooth handling of inbound and outbound couriers, key management, and staff onboarding/offboarding processes.

Collaborate with the badging team to ensure timely processing of staff access requirements.

Ensure leftover dockets are disposed of in adherence to established timelines and policies.

The disposal of leftover dockets will be carried out in accordance with the standard timelines.

Ensuring timely completion of 52-week soft services PPM calendar

Ensure the timely completion of a 52-week soft services preventive maintenance (PPM) calendar, encompassing housekeeping, pest control, landscaping, and other soft services.

If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL –

We're JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.