Asst Facility Manager

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Position Overview The Assistant Facility Manager - Soft Services is responsible for overseeing and coordinating all soft service operations within assigned facilities, ensuring high-quality service delivery that meets client standards and enhances the workplace experience. This role focuses on managing housekeeping, pest control, landscaping, waste management, reception services, and other non-technical facility services while supporting the Facility Manager in achieving operational excellence and client satisfaction.

Key Responsibilities Soft Services Operations Management

Oversee daily operations of all soft services including housekeeping, cleaning, pest control, waste management, landscaping, reception, mail room, and pantry services. Ensure service delivery meets established quality standards, client specifications, and service level agreements. Conduct regular inspections of facilities to verify cleanliness standards, hygiene compliance, and overall service quality. Coordinate service schedules to minimize disruption to business operations while maintaining continuous coverage. Monitor service performance through quality audits, client feedback, and operational metrics. Address service deficiencies promptly by implementing corrective actions and process improvements.

Vendor and Contract Management

Manage relationships with soft service vendors and subcontractors including housekeeping companies, pest control providers, landscaping teams, and waste management contractors. Monitor vendor performance against contracted service levels, conducting regular performance reviews and addressing non-compliance. Coordinate vendor onboarding, orientation, and training to ensure understanding of client requirements and facility standards. Review and approve vendor invoices, ensuring accuracy and compliance with contract rates. Support contract renewal processes by providing performance feedback and service improvement recommendations. Ensure vendors maintain required insurance, certifications, and compliance documentation.

Team Supervision and Development

Supervise soft services staff including housekeeping supervisors, receptionists, pantry attendants, and support personnel. Prepare work schedules, assign responsibilities, and ensure adequate staffing coverage across all shifts. Conduct regular team meetings to communicate expectations, share updates, and gather feedback from frontline staff. Provide coaching, training, and performance feedback to develop team capabilities and service excellence. Monitor staff attendance, leave management, and adherence to workplace policies. Foster a positive work environment that promotes teamwork, accountability, and continuous improvement.

Health, Safety, and Compliance

Ensure all soft services operations comply with health, safety, and environmental regulations. Implement and monitor hygiene protocols, sanitation standards, and infection control measures. Conduct safety training for soft services staff on proper use of cleaning chemicals, equipment operation, and emergency procedures. Maintain Material Safety Data Sheets (MSDS) for cleaning chemicals and ensure proper storage and handling. Monitor pest control activities ensuring treatments are conducted safely and documentation is maintained. Ensure proper waste segregation, storage, and disposal in accordance with environmental regulations. Coordinate with HSE teams on incident reporting, investigation, and corrective actions related to soft services.

Quality Assurance and Client Service

Develop and implement quality control procedures including inspection checklists, cleaning schedules, and service verification processes. Conduct regular walkthroughs with clients to gather feedback, address concerns, and identify improvement opportunities. Respond promptly to client complaints and service requests, ensuring timely resolution and follow-up. Maintain service documentation including inspection reports, incident logs, and corrective action records. Track client satisfaction through feedback mechanisms and implement improvements based on insights. Support client presentations and service review meetings by preparing performance reports and improvement plans.

Budget and Cost Management

Monitor soft services budget, tracking expenditure against allocations and identifying cost optimization opportunities. Review consumption of cleaning supplies, consumables, and materials to control costs and prevent wastage. Implement cost-saving initiatives such as green cleaning programs, waste reduction, and efficient resource utilization. Prepare purchase requisitions for soft services supplies, equipment, and consumables. Maintain inventory of cleaning supplies, ensuring adequate stock levels while avoiding overstocking. Support budget planning by providing historical cost data and forecasting future requirements.

Operational Coordination

Coordinate with hard services teams to ensure integrated service delivery and minimize operational conflicts. Liaise with security, engineering, and administration teams on access requirements, work permits, and facility changes. Support facility events, moves, renovations, and special projects requiring enhanced soft services support. Manage visitor experience elements including reception services, wayfinding, and common area presentation. Oversee pantry operations including consumables management, equipment maintenance, and hygiene standards. Coordinate mail and courier services ensuring timely distribution and proper handling procedures.

Sustainability and Innovation

Implement sustainable cleaning practices including use of eco-friendly products, water conservation, and waste reduction programs. Support recycling initiatives ensuring proper segregation, collection, and reporting. Stay informed about industry trends, new technologies, and best practices in soft services management. Recommend and implement service innovations that enhance efficiency, quality, or occupant experience.

Documentation and Reporting

Maintain comprehensive records of service activities, inspections, incidents, and corrective actions. Prepare regular operational reports including service delivery metrics, quality audit results, and performance dashboards. Document standard operating procedures (SOPs) for all soft services activities. Maintain compliance registers including vendor certifications, training records, and inspection schedules. Support audit processes by providing documentation and responding to audit findings.

Required Qualifications Education

Bachelor's degree or Diploma in Facility Management, Hospitality Management, Business Administration, or related field. Professional certifications in facility management (IFMA, RICS, or equivalent) are preferred.

Experience

3-5 years of experience in soft services or facilities management, with at least 2 years in supervisory or coordination roles. Proven experience managing housekeeping, cleaning, or hospitality services in commercial buildings, corporate offices, or similar facilities. Demonstrated ability to supervise teams and manage multiple service vendors simultaneously. Experience in client-facing roles with track record of achieving high satisfaction levels. Background in implementing quality control systems and service improvement initiatives.

Technical Knowledge

Comprehensive understanding of soft services operations including cleaning methodologies, pest control, waste management, and landscaping. Knowledge of health and safety regulations related to cleaning chemicals, hygiene standards, and workplace safety. Familiarity with quality management systems and inspection protocols. Understanding of sustainable facilities management practices and green cleaning programs. Knowledge of housekeeping equipment, cleaning chemicals, and material specifications. Awareness of infection control protocols and hygiene best practices.

Core Competencies

Strong leadership and people management skills with ability to motivate and develop frontline teams. Excellent organizational skills to coordinate multiple services, vendors, and priorities simultaneously. Outstanding attention to detail ensuring consistent service quality and cleanliness standards. Effective communication skills for interaction with clients, vendors, staff, and management. Problem-solving abilities to address service issues quickly and implement effective solutions. Client service orientation with proactive approach to anticipating needs and exceeding expectations. Analytical mindset to review performance data, identify trends, and drive improvements. Ability to work flexible hours including occasional evenings, weekends, or on-call availability. Proficiency in Microsoft Office applications including Excel, Word, and PowerPoint. Experience with facility management software or CAFM systems is advantageous.

Preferred Qualifications PExperience in integrated facilities management (IFM) environments serving corporate clients. Knowledge of ISO standards related to facility services (ISO 9001, ISO 14001, ISO 45001). Training in customer service excellence or hospitality management. Understanding of LEED, WELL Building Standard, or other sustainability certifications. Experience implementing technology solutions for service delivery or quality monitoring. Bilingual capabilities relevant to the operating location.

Working Conditions Site-based role requiring presence at assigned facilities during operational hours. Regular facility walkthroughs and inspections requiring physical mobility throughout buildings. Interaction with diverse stakeholders including clients, vendors, staff, and building occupants. Occasional flexibility required for emergency situations, special events, or service escalations. Standard business attire or uniform as per client and company requirements.

Key Performance Indicators Client satisfaction scores and feedback ratings. Quality audit scores and compliance with cleaning standards. Vendor performance ratings and SLA achievement. Incident response time and resolution effectiveness. Budget adherence and cost optimization achievements. Staff productivity, attendance, and retention rates. Safety performance including incident frequency and compliance metrics.

This role offers an excellent opportunity to develop comprehensive soft services management expertise while building strong client relationships and contributing to creating exceptional workplace environments. The position provides clear career progression pathways toward Facility Manager and senior operational leadership roles within JLL.

Location:

On-site –Bengaluru, KA

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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