Job Description

Job Title

Assistant Manager - Soft Services

Primary Function

• To achieve the timely and efficient delivery of C&W - PMSI to Client, in support of their business needs in accordance with the service levels and Key Performance Indicators.

• To deliver high quality, prompt and courteous Services in support of customers’ business needs. To liaise with the customer’s representative regarding matters on delegated levels of authority.

Core responsibility-

Building Facilities.

• Monitor the process of report and follow up of requests & complaints from customer to management office.

• Ensure checklists pertaining to Daily/Weekly office inspection are filled up by staff.
• Inspect Request/Complaints log record.

• Inspect and monitor the function of office facilities including AC units, electrical, cable, interior design work & lighting etc and report to FM for any abnormalities
• Ensure Soft Services activity is maintained as per SOPs/Guidelines/SOW
• All check sheet- Digital and Manual is updated at desired frequency
• Prepare DSR/MMR and QBR and present the same on defined frequency.
• Ensure proper follow up and completion on rectification works/pending requests and report to customer as per SLA.

• To implement and monitor a process for liaison with suppliers regarding any damage, loss found, malfunction on office assets
• To ensure that proper follow up any requests/complaints from customer / employees is done.
• To ensure a clean, health & hygienic working environment.
• Implementing C&W processes and systems.
• Training staff on processes and systems.
• Attend to all complaints raised by client and their representatives.
• Recommend implementation of Value added services
• Assist FM/PM during Audits .
• Adherence and undertake additional activities as advised by the client and FM/PM
• Overseeing standards of cleanliness, hygiene and in all areas that includes lobbies, reception, washrooms, utility areas, floor landings, basements.
• Assigns team members their duties and inspects work for conformance to prescribed standards of cleanliness as agreed with Client
• Manage Schedules: Daily/weekly/fortnightly/monthly and other periodic major cleaning projects including carpet shampooing, cleaning of walls and baseboards, cleaning of windows, elevator doors, Basements etc.
• Daily cleaning and Deep cleaning checklists, TBT
• Training of FM team – on-the-job
• Handling events and meetings
• F&B Support as required for organizing various events and meetings (inhouse and external)
• Ensure to achieve the score at least 80% and above on CSAT deliverables
• Monitor / Oversee ensure safe, having fewer toxic disinfectants, Insecticides and pesticides are used to keep the premises free from rodents, fly's, mosquito, Honeybees and reptiles are controlled – Vendor coordination

Health & Safety and Environmental

• Conduct Risk Assessments of all activities
• Implement safe working systems.
• Ensuring compliance with all customers and C&W H&SE processes and systems.
• Ensuring Accident Log is kept up to date

Vendor Management

• To liaise with contractors, collect quotations and prepare quotation analysis.
• To make recommendation for approvals and follow up on service level and report to the client.
• To liaise with vendors on contract renewal
• Monthly (or as required) Vendor Meetings to agree Monthly Supplier evaluation and plan for forthcoming month.

Purchasing

• To decide, implement and monitor the Procurement process for consumables and goods in agreement with customer policy and procedure.
• To monitor delivery from approved supplier and ensure they follow the SLAs.

Monthly Accounting

• To design, implement and monitor the invoice processing system for all kinds of supplies/services managed by C&W in accordance with customer’s policy.
• To ensure that vendor partner attendance is verified and counterchecked for any deviations.

INCO: “Cushman & Wakefield”