Assistant Facilities Manager Soft Services

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Over all in charge of entire soft services cafeteria mail room help desk vendor compliances events and meeting room management

To provide operational and administrative support to the Facility Management team assigned.

Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise.

Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager.

To provide timely reports to the Facility Management.

Provide support to the FM to ensure critical operational items are attended to within agreed time frames

To provide relief support to the F&A site teams as needed including but not limited to the positions of Client Interface Administrator Facilities Administrator Facilities Officer etc.

To assist with the site audits & floor walks to be undertaken on entire Client site

Assisting in tabulating site defects leading from the audits & floor walks and assisting with the setting of deadlines for the defects to be rectified

Ensure timely training & reporting thereafter for Housekeeping Dispatch Pantry Boys Cafeteria staff etc.

Full responsibility of the site during the entire shift

Filing of site related documents including but not limited to challans GRNs etc.

Ensure enough consumables stock is maintained on site & any shortfalls to be reported to the site lead

Ensure all processes are followed as per the Standard Operating Procedures of AON viz. Stationery midnight snacks etc. material movement etc.

Timely submission of reports as requested by Asst Manager & Facility Manager

Ensure employee health & safety & related services

Ensure that appropriate vendor escalation process is followed

Ensure that all cleaning & maintenance schedules are adhered to

Ensure completing any specific responsibilities as specified by the managers

Tracking of Facility Operating Expenses

Processing of all invoices for payment first take approval of Client / FM and then submit to MIS and billing department.

Liaison with the client Finance team

Client billing / invoicing and follow up payments by clients

Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering

Arrangement of all consumables and supplies for Client / VIP visits and arranging / blocking of Board rooms for meetings and Conferences and brief the Receptionist.

Taking regular Facility rounds of the property and co-ordinate with various teams like House Keeping Security Maintenance and Keep FM / Account Lead updated.

To prepare the snag list Soft copy date wise and coordinate with BMS and housekeeping to close the noticed points.

Proper check on vending machines and photocopier machine reading.

Checking H.K attendance on daily basis.

To check food quantity and Food testing before lunch/Dinner starts

Coordinating for Medical Emergencies as and when required

Take regular briefings of Help Desk/ Mail room Executive.

Provide management advice to Helpdesk for escalated issues.

Insure immediate response to priority Calls.

Coordinate with facilities helpdesk regarding the arrangements of the day.

Oversee the Front office Function during the shift

Ensure Visitors are promptly attended by FOE

Ensure that FOE has placed news paper and magazine in the reception area.

Oversee the Mailroom process during the shift.

Provide management advice to Mailroom for escalated issues

Prepare weekly shift/duty rosters for Helpdesk Front Desk and Mailroom

To check the attendance of our vendors employee.

Managing monthly Cafeteria meeting and sending minutes of meeting to all Spocs and accordingly taking corrective action for cafeteria.

Manage the Inventory Control of all facility related items.

Maintain Proper Log Book and mention the follow up jobs if pending for the next shift.

Log book to be shown and signed by F.M every morning.

Location:

Scheduled Weekly Hours:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

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