Facilities Assisstant Manager

• Proposed designation

Facility Assistant Manager

• Role type

Supervisory

• Reporting to

Manager

• Work timings: 9 am to 5pm
• Work mode : Office

Facility Management

• Oversee day-to-day facility operations to ensure a safe, efficient, and well-maintained workplace environment.
• Manage end-to-end facilities services, including housekeeping, cafeteria operations, pest control, and other soft services.
• Coordinate preventive and corrective maintenance activities to ensure uninterrupted business operations.
• Monitor and manage facility infrastructure, utilities, equipment, and assets to maintain optimal performance levels.
• Handle repair and maintenance requirements, ensuring timely resolution of operational issues.
• Manage inventory levels by tracking consumption trends, maintaining stock records, and replenishing supplies as per defined par stock levels.
• Support office expansion, renovation, and fit-out projects, including planning, execution, vendor coordination, and handover of new infrastructure initiatives.

Procurement, Reporting & Budget Management

• Consolidate facility-related procurement requirements and ensure appropriate approvals are obtained before raising purchase requisitions (PRs).
• Monitor and track Annual Maintenance Contracts (AMCs), ensuring timely renewals and compliance with contractual obligations.
• Maintain accurate records of purchases, inventory, maintenance activities, and vendor performance.
• Prepare periodic operational, maintenance, and management reports with actionable insights.
• Manage facility budgets, track expenditures, and identify cost-optimization opportunities while maintaining service quality.
• Ensure effective stock control and inventory reporting to support uninterrupted operations.

Compliance, Audits & Governance

Ensure adherence to organizational policies and statutory requirements, including ISO standards such as ISO 9001, ISO 22301, ISO 14001, ISO 45001, ISO 27001, and other applicable compliance frameworks.

Maintain all facility-related documentation, records, and certifications in line with audit and regulatory requirements.

Coordinate internal and external audits, ensuring timely closure of observations and corrective actions.

Monitor manpower compliance, including contractual workforce management and vendor adherence to statutory obligations.

Manage employee rosters, attendance records, and muster rolls to ensure compliance and operational efficiency.

Conduct regular compliance reviews and internal audit checks to identify risks and strengthen control mechanisms.

Ensure continuous improvement of facility management processes through adherence to quality, safety, environmental, and information security standards.

Educational qualifications

• Bachelor's degree or equivalent qualification
• Additional certification in Office Management, or Administration (preferred)
• Work experience

Experience Requirements

• Minimum 8 years of proven experience as facility executive or facilities AM
• Experience in facility management and coordination
• Experience in a corporate office or professional services environment preferred

Communication & Technical Skills

• Excellent verbal and written communication skills in English (and regional language if applicable)
• Ability to communicate effectively with diverse stakeholders
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)