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Assistant Facility Manager

Position Overview

The Assistant Facility Manager will support the Facility Manager in overseeing both technical (hard) and soft services operations across the facility portfolio. This role requires a strong technical background combined with operational management skills to ensure optimal building performance, compliance, and service delivery.

Key Responsibilities

Technical Services Management

Oversee and coordinate all technical building systems including HVAC, electrical, plumbing, fire protection, and building automation systems. Conduct regular inspections and preventive maintenance scheduling to ensure equipment reliability and minimize downtime. Monitor energy consumption and implement efficiency improvements aligned with sustainability targets. Manage technical contractors and vendors, ensuring work quality meets specifications and safety standards. Respond to technical emergencies and coordinate rapid resolution of critical system failures. Maintain accurate technical documentation including as-built drawings, equipment specifications, and maintenance records. Support capital improvement projects from planning through execution, ensuring minimal disruption to operations.

Soft Services Coordination

Supervise housekeeping, security, landscaping, waste management, and reception services to maintain facility standards. Develop service level agreements with soft service providers and monitor performance against established KPIs. Coordinate workspace setup, moves, adds, and changes to support business operations. Manage pest control programs and ensure compliance with health and hygiene regulations. Oversee catering services coordination where applicable.

Compliance and Safety

Ensure full compliance with local building codes, fire safety regulations, and occupational health and safety requirements. Conduct regular safety audits and implement corrective actions promptly. Maintain all required certifications, permits, and inspection records. Lead emergency preparedness planning and conduct regular drills. Investigate incidents and implement preventive measures to reduce recurrence.

Budget and Vendor Management

Assist in preparing annual operating and capital budgets for assigned facilities. Track expenses against budget and identify cost optimization opportunities without compromising service quality. Manage vendor relationships and negotiate contracts for technical and soft services. Review invoices for accuracy and process approvals within established authority limits.

Stakeholder Engagement

Serve as primary point of contact for facility-related inquiries from building occupants and management. Conduct regular walkthroughs with stakeholders to identify improvement opportunities. Prepare reports on facility performance, incidents, and improvement initiatives. Collaborate with cross-functional teams on workplace strategy and space planning initiatives.

Required Qualifications

Education and Certifications

Bachelor's degree Electrical Engineering, Building Services, or related technical discipline. Professional certifications such as CFM (Certified Facility Manager), FMP (Facility Management Professional), or equivalent are highly desirable. Valid technical licenses relevant to local jurisdiction requirements.

Experience

Minimum 7-9 years of progressive experience in facility management with strong technical services background. Demonstrated experience managing both hard and soft services in commercial, corporate, or industrial environments. Proven track record in vendor management and contract administration. Experience with computerized maintenance management systems (CMMS) and building management systems (BMS).

Personal Attributes

Excellent problem-solving skills with ability to make sound decisions under pressure. Strong leadership and people management capabilities. Effective communication skills with ability to explain technical concepts to non-technical audiences. High attention to detail and commitment to quality service delivery. Ability to prioritize multiple tasks and manage time effectively. Customer service orientation with professional demeanor.

Reporting Structure

Reports directly to the Facility Manager with dotted-line relationships to regional or portfolio management as applicable. Supervises technical staff, soft services supervisors, and coordinates activities of external service providers.

What this job involves?

• Create & maintain the asset register of all equipment for all sites PAN India.
• Managing all the SMT’s including plumbers of all locations PAN India
• Overall looking at site upkeep / Maintaining its hygiene standards
• Taking care of all other staff, performance management, Vendor management, Landlord management
• Responsible of managing Pantry staff & its operations
• Ordering of consumables related to Pantry & HK
• Inventory Management, Consumption Trackers
• Weekly Rostering & daily reporting of all SMT’s PAN India.
• Quarterly performance review of all SMT’s to be conducted to gaze their performances
• List the specific tasks, duties, and the primary responsibilities of the job. The list should include statements explaining why the function is required.
• Work with Technical Facilities Manager to oversee the delivery of maintenance and repair services also in Minor /Adhoc Projects
• Maintain client satisfaction with delivery of facility management services and support programs to increase customer satisfaction
• Interface with occupants of selected properties.
• 24/7 emergency call support and site attendance is required
•  AFM will ensue after any incident happened SMT must be followed the escalation procedure and report need to be uploaded in CMO & Velocity portal.
• Support work order management for in house staff and vendors as necessary.
• Meet or exceed site Key Performance Indicators (KPI’s); assist with monitoring Service Level Agreements (SLA’s) monthly to identify potential challenges and plan corrective actions accordingly
• Assist in the development and management of operating and capital budgets.
• Support the Technical Facilities Manager in the implementation of short and long-term projects for the client.
• Assist in the development and implementation of the annual management plan (set deliverables); accomplish key performance indicators as identified by the Account Manager.
• Oversee the appropriate monthly/quarterly/annual reporting appropriate for the client.
• Manage the maintenance of existing contracts.
• Support IFM team to collaborate with account Sourcing team on national and regional sourcing opportunities to define scope, coordinate supplier walk-through, and manage national and regional supplier performance at property level.
• Assist in the development and implementation of the annual budget plan , Annual shut down plan  accomplish key performance indicators as identified by the Technical  Manager.
• After preparing the reports by SMT , AFM will verify this reports and will discuss with Technical FM if any corrective action is require..
• The performance review  is under FM scope however coordination with vendors and to ensure delivery of the materials on time is AFM scope.
• CEM Induction to be given to all critical contractors. 
• Prepare the job descriptions of all technical staff and support them in their day today functions.
• Develop the standard operating procedures for all critical equipment & Production floor and Implementation of same
• Provide specialist advice to the technical team as and when required.
• Carry out Technical Audits for all installations at periodical intervals;
• Review stock levels of the required inventory of spares on site.
• Analyse call outs to understand trends; undertake strategic initiatives to minimize the same.
• All Incidents need to be managed appropriately to reduce impact. Escalation & reporting of Incidents as per the account guidelines.
• Ensure timely closure of all identified risks post taking required corrective actions.
• Conduct Annual Power down once in a year for respective sites as per guidelines.
• Maintain and record power down documents.
• Prepare the contingency plan to deal with emergencies.
• Advise Account Manager / Director in preparing the future operation & maintenance budgets. . Under FM scope however AFM will support FM to prepare the same.
• Identify and implement energy conversation initiatives.
• Support Account Manager in preparing the management reports.
• Review of trend analysis to identify areas of service improvement.
• As a part of Vendor Management Program, conduct monthly & quarterly meeting, reviews and performance assessment of technical vendors.

• To ensure all Tools & Tackles are in safe place and periodically check the conditions of Tools.
• Energy conservation initiatives & implementation: Day to day monitoring and guide team for implementation the initiative under AFM scope.
• Adhering to all the policy of JLL / Ethical requirements
• Participate in all Trainings which is assign to Team and for him also conduct Monthly Training within Teams.
• Power feasibilities check and share the reports to the Technical Manager  for any Temporary & Permanent power enhancement at site.
• Update and implement Emergency Response plan; drills etc. as required
• Operational Audits and Compliance.
• Must be proficient of using of different Web based Tools which is related to the Critical Engineering
• Making sure all PMs are getting executed as per approved PM planner & reports are verified.
• Making sure SWMS, Risk assessment & PTW etc. should be followed onsite.

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.

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