Assistant Facilities Manager

Key Responsibilities:

1. Facilities Operations:

• Manage daily operations of office facilities, including cleaning, security, and

maintenance services.

• Ensure all facilities are maintained in compliance with safety, health, and

environmental regulations.

• Monitor and maintain office infrastructure, including HVAC, electrical, and plumbing

systems.

• Maintenance of office furniture (chairs, tables, whiteboards, etc.), electrical fixtures, ACs,

carpet, and Televisions and coordinating with the Co-working company team as and when

required to ensure everything is working fine.

• Office Upkeep, cleanliness, and meeting room management. Supervision of all audio-

video equipment, and stationery.

• Stock Taking of Office Stationery, Merchandise, and other department-related assets.
• Manage Courier - Domestic and International, preparing outgoing mail items such as

envelopes or packages.

• Issuance of Photo ID Card, Access cards and other employee welfare-related coupons, etc.
• Office Repairs & Maintenance - Coordinating with relevant stakeholders and managing all

Office repair & improvements.

• Overall checks that office is in order and working always (i.e., conference rooms - TVs,

HDMI cables, etc. are working, electrical points on tables are working, etc.)

• Maintain, Track & Share Monthly MIS reports.
• Ensure compliance with all labour laws and regulations.

2. Vendor Management:

• Coordinate with vendors for maintenance and service contracts, ensuring timely and

quality service delivery.

• Evaluate vendor performance and negotiate contracts to optimize costs and service

standards.

3. Space Management:

• Plan and manage office seating arrangements and allocations based on business

requirements.

• Plan and manage office meeting rooms arrangements and reservation and

allocations based on business requirements.

4. Budget Management:

• Prepare and manage the facilities budget, ensuring cost efficiency.
• Track expenses and report on variances against the budget.

5. Event Support:

• Provide logistical support for internal events, including setting up meeting rooms and

managing event-specific requirements.

6. Inventory Management:

• Oversee procurement and inventory management of office supplies and

consumables.

• Maintain accurate records of facilities assets and equipment.

7. Health & Safety:

• Ensure the implementation of health and safety protocols.
• Conduct periodic audits and drills to ensure emergency preparedness.

8. Stakeholder Collaboration:

• Act as the point of contact for employees facilities-related concerns and provide

timely resolutions.

• Collaborate with cross-functional teams to support organizational goals.

9. Team Management

• Manage, Guide, Coach Both Direct & Third-Party Team Members

Qualifications & Skills:

• Qualifications: Bachelor’s degree in business administration, Facilities Management, or a

related field with 5-7 years of relevant experience in facilities & administration management

roles.

Skills:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in facilities management software and tools.
• Ability to handle emergencies and make quick decisions.
• Commitment to confidentiality and data security.
• Detail-oriented with excellent organisational skills.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Strong problem-solving skills
• Flexibility to adapt to changing schedules and requirements.
• Candidate should be fluent in English, Hindi, and Kannada.