Job Description
Position Summary
The Assistant Facility Manager for Soft Services is responsible for overseeing and coordinating all non-technical facility services including housekeeping, catering, waste management, pest control, landscaping, and reception services. This role ensures seamless delivery of hospitality and support services that enhance workplace experience while maintaining operational efficiency and vendor compliance.
Key Responsibilities
Vendor Management & Coordination
Supervise and manage relationships with multiple soft services vendors and contractors. Monitor adherence to Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) across all service contracts. Conduct regular vendor performance reviews and scorecarding to ensure quality standards are maintained. Coordinate vendor schedules, resource allocation, and service delivery to minimize operational disruptions. Serve as primary escalation point for vendor-related issues and disputes.
Service Quality & Compliance Monitoring
Conduct regular inspections and audits of housekeeping, catering, waste management, and other soft services. Ensure compliance with health, safety, environmental, and regulatory standards across all service areas. Monitor cleaning schedules, waste segregation protocols, and hygiene standards throughout the facility. Implement corrective action plans when service deficiencies are identified. Maintain comprehensive documentation of inspections, incidents, and compliance records.
Operational Oversight
Oversee daily operations of reception, concierge, mailroom, and hospitality services. Manage conference room bookings, catering arrangements, and event coordination. Supervise waste management programs including recycling initiatives and sustainability targets. Coordinate pest control services and landscaping maintenance schedules. Ensure adequate inventory levels of consumables, cleaning supplies, and hospitality materials.
Budget & Cost Management
Assist in managing soft services budgets and tracking monthly expenditures. Review vendor invoices for accuracy and approve service-related payments. Identify cost optimization opportunities without compromising service quality. Prepare budget forecasts and variance reports for management review. Support procurement processes for soft services contracts and renewals.
Stakeholder Communication & Customer Service
Act as primary contact for building occupants regarding soft services inquiries and complaints. Respond promptly to service requests through helpdesk systems and direct communications. Conduct tenant satisfaction surveys and implement improvement initiatives based on feedback. Coordinate with facility management teams to align soft services with building operations. Provide regular status reports to Facility Manager on service performance and issues.
Health, Safety & Emergency Response
Ensure soft services vendors comply with site-specific health and safety requirements. Conduct safety briefings and inductions for vendor personnel accessing the facility. Maintain emergency contact lists and escalation protocols for soft services contractors. Support business continuity planning and emergency response procedures. Investigate accidents or incidents involving soft services and implement preventive measures.
Required Qualifications
Experience: Minimum 3-5 years in facilities management with focus on soft services, vendor management, or hospitality operations. Experience managing multiple service contracts simultaneously preferred.
