Assistant Facility Manager

Assistant Facility manager- Soft Services JLL empowers you to shape a brighter way . Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. Position’s Goal Assistant Facility Manager – Soft Services Role Overview Support the Facility Manager in delivering high-quality soft services operations, ensuring excellent user experience through effective management of reception, housekeeping, catering, office services, and help desk functions in accordance with agreed Service Levels and Key Performance Indicators. Key Responsibilities Service Delivery Management Manage day-to-day soft services operations to meet business unit requirements and maintain service excellence. Oversee the facilities team including Front Office Executives, Janitorial staff, and Facility Executives to ensure consistent delivery of user-focused services. Monitor the Help Desk system to ensure all service requests are logged, tracked, and resolved within agreed timeframes. Conduct routine floor inspections to verify service quality and contractor performance. Vendor & Supplier Management Develop and maintain strong working relationships with soft services vendors and suppliers. Conduct spot-checks and reviews to verify contractors are meeting service obligations. Escalate performance issues and work collaboratively to resolve service gaps. Client & Stakeholder Interaction Build effective relationships with key client representatives and business unit leaders. Clearly document and communicate client expectations to the facilities team. Coordinate closely with site leaders to address problems and enhance working environment performance. Conduct weekly meetings with associates to understand concerns and provide support. Records Management Manage offsite document storage operations including scheduled collection and retrieval services. Ensure proper documentation protocols are followed and records are accessible when required. Project Support & Business Continuity Assist with business unit relocations, office moves, and ad hoc projects as required. Provide backup support for the Facility Manager during periods of absence. Participate as a key team member in emergency response situations and be available for critical out-of-hours issues. Administrative & Compliance Management Ensure all soft services operations comply with relevant health, safety, and workplace standards. Maintain accurate documentation and reporting for all service activities. Complete general administrative tasks efficiently and support any other duties as assigned by the Facility Manager or Senior Manager. Management Responsibilities In addition to the above, this role includes the following specific management accountabilities: Catering & Pantry Management Oversee pantry services and catering operations for in-house lunches, presentations, and staff events Manage kitchen equipment inventory and coordinate maintenance requirements Order and manage pantry supplies including beverages, snacks, and consumables Housekeeping Management Ensure general cleanliness of the office premises at all times Directly manage the janitorial team to maintain agreed cleaning standards Conduct regular inspections and address quality issues promptly Office Services Management Order copier refills, non-IT office equipment, and plants for the office Order office supplies including stationery, pantry supplies, equipment, and services Conduct analysis of consumption patterns and optimize ordering processes Manage subscriptions for periodicals and newspapers Front Office Management Manage the receptionist in the discharge of front office duties Ensure professional visitor management and first-point-of-contact services Oversee mail, courier, and reception protocols Administrative Services Manage user car park applications with the Building Landlord Maintain accurate records of all soft services activities Assist in managing service levels to meet business unit needs Education & Experience Required Experience: Minimum 5 years of experience in facility management with focus on soft services Minimum 3 years of supervisory or team leadership experience in a Facility Executive or similar role Proven track record managing multi-service soft services operations Required Skills & Competencies Service Management: Strong understanding of soft services delivery models, service level agreements, and KPI management People Management: Demonstrated ability to lead, motivate, and develop diverse teams in customer-facing environments Communication: Excellent verbal and written communication skills with ability to interact effectively across all organizational levels Relationship Building: Strong interpersonal skills with ability to build rapport quickly with clients, vendors, and team members Problem Solving: Proactive approach to identifying issues and implementing practical solutions under pressure Adaptability: Ability to manage multiple priorities, adapt to changing requirements, and perform effectively in fast-paced environments Attention to Detail: Meticulous approach to quality control, inspections, and service delivery standards Technology: Proficient in help desk systems, facility management software, and standard office applications Location: On-site –Mumbai, MH Scheduled Weekly Hours: 48 If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table! At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing. JLL Privacy Notice Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. 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