Assistant Manager - Facilities

Job Title

Assistant Manager - Facilities

Job Description Summary

Job Description

Key Responsibilities

• A. Operations & Maintenance
• Oversee daily operations of all technical systems: HVAC, Electrical, Fire Safety Systems, BMS.
• Execute Preventive, Predictive, and Corrective maintenance programs in line with OEM and statutory guidelines.
• Ensure minimal equipment downtime and maximum system uptime.
• Conduct routine inspections to identify and resolve facility-related issues proactively.
• B. Compliance & Safety

• Ensure full compliance with statutory, regulatory, and safety norms (Fire NOC, PCB, Electrical Safety, etc.).
• Implement and monitor PTW (Permit to Work), LOTO (Lockout/Tagout), and other safety protocols.
• Prepare and support internal/external audits: ISO, Energy Audit, Fire Safety Audit, Environmental Audit.
• Conduct regular safety drills, risk assessments, and EHS awareness programs.

• C. Vendor & Team Management

• Supervise in-house technicians and third-party manpower for facility operations.
• Manage AMC vendors and service providers: onboarding, performance monitoring, and SLA tracking.
• Verify and approve vendor service reports, checklists, and invoices.
• Conduct regular training, task allocation, and performance evaluation of the technical team.

• D. Energy & Cost Management

• Monitor and analyze energy and utility consumption.
• Recommend and implement energy-saving and cost-optimization initiatives.
• Prepare and manage annual facility budgets (OPEX/CAPEX) and control operating costs.

• E. Facility Services & Infrastructure Management

• Coordinate and supervise soft services: housekeeping, pest control, landscaping, sanitation, and waste management.
• Ensure seamless functioning of utilities: water supply, elevators, lighting, HVAC comfort levels, etc.
• Support ergonomic planning, workspace utilization, and asset tracking.

• F. Technical Documentation & Reporting

• Maintain updated documentation: equipment history, daily checklists, logbooks, maintenance records, and AMC files.
• Generate and submit daily/weekly/monthly MIS reports and dashboards.
• Prepare incident reports, conduct root cause analysis, and define corrective/preventive actions.

• G. Client & Stakeholder Communication

• Act as a single point of contact (SPOC) for all technical issues and escalations.
• Coordinate with internal teams, client representatives, and auditors to resolve concerns.
• Provide regular updates to site leadership and participate in client review meetings.

• H. Project & Space Management

• Lead or support infrastructure and interior projects (renovations, fit-outs, expansions).
• Work with architects, consultants, and contractors to deliver quality outcomes within timelines.
• Maintain updated floor layouts, as-built drawings, and asset registers.

3. Qualifications

• Education

• Diploma or Degree in Mechanical, Electrical, or Civil Engineering (mandatory).
• Additional certifications (BMS, Fire & Safety, Energy Management, ISO/EHS) are desirable.

• Experience

• 3 to 7 years of relevant experience in Facilities Management, Building Operations, or Engineering Services.
• Exposure to managing MEP systems, critical utilities, and vendor relationships in corporate, IT/ITES, industrial, or commercial settings.

4. Technical Skills

• Hands-on knowledge of:
  • MEP Systems (Mechanical, Electrical, Plumbing)
  • HVAC, UPS, Fire Alarm Systems
  • BMS and building automation platforms
  • CMMS / CAFM tools for maintenance scheduling
• Understanding of:
  • Statutory compliance and licensing norms
  • Energy management techniques and sustainability practices
  • ISO 9001, ISO 14001, ISO 45001 standards

5. Behavioral Competencies

Competency

Description

Communication

Clear verbal and written communication with technical and non-technical stakeholders

Team Leadership

Ability to guide, motivate, and evaluate technical staff

Problem Solving

Quick and analytical thinking to resolve operational issues

Customer Focus

Client-first approach with focus on service excellence

Adaptability

Flexibility to manage dynamic requirements and emergency call-outs

Decision-Making

Timely and effective decisions in high-pressure situations

6. Organizational Core Values

• Driven

• Sets and achieves high standards.
• Takes initiative to resolve challenges and exceed client expectations.

• Resilient

• Adapts quickly to changing circumstances.
• Maintains performance during emergencies or high-stress scenarios.

• Inclusive

• Promotes collaboration and teamwork.
• Values diverse perspectives and constructive feedback.

• Visionary

• Thinks ahead and proposes long-term improvements.
• Embraces innovation and sustainable practices.

• Entrepreneurial

• Takes ownership of tasks and drives continuous improvement.
• Acts with agility, creativity, and responsibility.

7. Key Interfaces

• Internal: Operations Team, EHS, HR, Procurement, Projects Team
• External: Clients, AMC Vendors, Contractors, Statutory Bodies, Utility Providers

8. Performance Indicators (KPIs)

• Equipment uptime and maintenance compliance
• Energy and utility cost reduction
• Audit and statutory compliance scores
• SLA adherence by vendors
• Incident response and resolution time
• Client satisfaction and feedback

INCO: “Cushman & Wakefield”