Assistant Facility Manager- Soft Services

Overview

The Assistant Facilities Manager for Soft Services supports the delivery of non-technical facilities management services, ensuring high-quality cleaning, catering, security, reception, waste management, and other hospitality-related services within commercial properties.

What you'll do

• Oversee daily operations of soft services including cleaning, catering, security, reception, mailroom, and waste management
• Monitor service delivery against SLAs and KPIs, ensuring compliance with contractual obligations
• Conduct regular site inspections and quality audits to maintain service standards
• Coordinate with service providers and contractors to resolve issues promptly
• Manage relationships with soft services vendors and subcontractors
• Monitor vendor performance, conduct regular reviews, and implement improvement plans
• Assist in procurement processes, contract negotiations, and renewals
• Ensure compliance with health, safety, and environmental regulations
• Serve as primary point of contact for soft services inquiries and issues
• Build strong relationships with clients, tenants, and building occupants
• Conduct regular client meetings to review service delivery and gather feedback
• Respond to service requests and complaints in a timely, professional manner
• Assist in preparing and managing soft services budgets
• Monitor expenditures, identify cost-saving opportunities, and control costs
• Process invoices, track expenses, and maintain accurate financial records
• Prepare regular financial reports and variance analyses
• Ensure all soft services operations comply with health and safety legislation
• Conduct risk assessments and implement control measures
• Maintain compliance with environmental and sustainability standards
• Ensure all contractors hold appropriate certifications and insurance
• Maintain accurate records of service delivery, incidents, and performance metrics
• Prepare regular reports on service levels, KPIs, and operational performance
• Document processes, procedures, and best practices
• Utilize CAFM/CMMS systems for work order management and reporting

What you'll need

• Bachelor's degree in Facilities Management, Business Administration, or related field preferred
• 3-5 years of experience in facilities management with focus on soft services
• Experience managing multiple service contracts and vendors
• Background in commercial real estate or corporate facilities environment
• Strong knowledge of soft services operations and industry best practices
• Proficiency with CAFM/CMMS systems and MS Office Suite
• Understanding of health and safety regulations and compliance requirements
• Familiarity with sustainability and environmental management practices
• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Problem-solving mindset with attention to detail
• Customer service orientation with professional demeanor
• Ability to work independently and as part of a team
• Financial acumen and budget management capabilities

Nice to have

• IWFM (Institute of Workplace and Facilities Management) certification
• IOSH Managing Safely or equivalent health and safety qualification
• Experience with integrated facilities management
• Knowledge of CAFM systems (e.g., Planon, Archibus, FM:Systems)

Details

• Location: On-site, Gurugram, Haryana
• Scheduled weekly hours: 48
• Office-based with regular site visits across portfolio
• Standard business hours with occasional evening/weekend coverage required
• Some physical activity including site inspections and walkthroughs