Job Title
Facility Manager - Soft ServicesJob Description Summary
Job Description
Manager - Facility
The Facility Manager will oversee day-to-day operations of the site, ensuring smooth functioning of hard and soft services, compliance with safety standards, vendor management, and delivering a high-quality workplace experience for the client.
Staff & Attendance Management
Approve the attendance of sub-staff. Implement and monitor R&R (Rewards & Recognition) programs for sub-staff. Ensure statutory compliance (DA / Minimum Wages), with cost sheets vetted by Procurement and client approval. Oversee timely clearance of salaries.
Invoice & Financial Management
Ensure invoices are submitted to ABS before the 5th of every month. Submit invoices to the client immediately upon receipt. Maintain an invoice tracker and ensure alignment of invoices with agreements/contracts. Review invoices to ensure costs remain within budgetary guidelines. Generate and present POs for approval and payment, in consultation with Procurement Standards. Ensure timely clearance of vendor invoices.
Reporting & Reviews
Submit Monthly Management Report (MMR) and Quarterly Business Review (QBR) by the 8th of every month. Prepare and share Incident Reports, Consumables Reports, and Daily Reports as required.
Procurement & Vendor Management
Generate new service requests and issue them to vendors (via Asset Infinity). Identify new vendors for existing products at competitive rates, in consultation with Procurement Standards. Negotiate with current vendors for better rates during contract renewals. Formulate and maintain vendor agreements in consultation with Procurement Standards.
Pantry & Housekeeping Management
Monitor usage of pantry and housekeeping products. Track and minimize wastage. Reorder pantry and housekeeping products as per defined stock levels.
Workplace & Desk Management
Maintain a tracker for allotted and total desks. Allocate desks to new joiners in coordination with HR and team managers. Reallocate desks from employees exiting the firm.
Events & Cultural Support
Manage decorations and event arrangements as per Cultural Team requests (C&W). Arrange food provisions according to defined menu/budget, in consultation with Procurement/Admin. Procure goods and stationery for attendees, in consultation with Procurement Standards.
Compliance & SOPs
Ensure SOPs and checklists are followed and maintained as per C&W standards. Maintain a comprehensive list of physical assets against Fixed Assets Register. Ensure DA compliance and vendor adherence to statutory requirements.
Meetings & Coordination
Attend C&W Managers’ meetings on MS Teams (mandatory). Act as liaison between client, Procurement, and service vendors. Manage ad-hoc tasks as per client requirements.