RoleSummary
TheAssistant Facility Manager is responsible for ensuring efficient workplaceoperations with a strong focus on
space optimization, data-driven reporting,and operational excellence. This role acts as a central coordinator acrossteams, managing multiple priorities while delivering insights through MIS,dashboards, and presentations to support decision-making and enhance workplaceexperience.
KeyResponsibilities
- Space Management & Optimization
- Plan, allocate, and monitor workspace utilization (seating, cabins, collaboration areas)
- Maintain accurate and real-time seating plans and occupancy dashboards
- Manage workspace moves, expansions, and reconfigurations efficiently
- Support onboarding and internal movements ensuring space readiness
- Drive space optimization strategies for large-scale offices (500+ headcount)
- Reporting, MIS & Dashboards
- Prepare and publish daily, weekly, monthly, and quarterly MIS reports
- Develop dashboards and analytics for tracking facility performance, utilization, and costs
- Create management presentations highlighting key metrics, insights, and improvements
- Leverage digital and AI tools for automated reporting and data visualization
- Ensure accuracy, timeliness, and consistency in reporting
- Operations & Multitasking
- Oversee day-to-day facility operations ensuring seamless service delivery
- Manage multiple tasks simultaneously across operations, reporting, and stakeholder requests
- Act as a central point of coordination between employees, vendors, and internal teams
- Ensure adherence to SLAs, compliance standards, and operational protocols
- Employee Experience & Workplace Services
- Act as the primary contact for workplace-related support
- Ensure consistent service delivery aligned with organizational standards
- Identify and implement improvements to enhance employee experience
- Support workplace programs including onboarding, offboarding, and return-to-office
- Vendor & Stakeholder Management
- Coordinate with vendors and monitor performance against SLAs and KPIs
- Liaise with HR, IT, Finance, Security, and business teams for smooth operations
- Communicate updates, reports, and insights to stakeholders effectively
- Budget Tracking & Cost Management
- Track and manage operational expenses and budgets
- Support forecasting, cost control, and optimization initiatives
- Validate invoices and ensure timely processing
- Identify cost-saving opportunities without compromising service quality
- Event & Workplace Coordination
- Support execution of internal events, leadership visits, and town halls
- Manage logistics including seating, AV setup, and vendor coordination
- Ensure smooth execution within timelines and budgets
KeyPerformance Indicators (KPIs)
- Accuracy and timeliness of MIS reports and dashboards
- Space utilization efficiency and optimization metrics
- Employee satisfaction scores for workplace services
- Budget adherence and cost optimization outcomes
- Operational uptime and service continuity
Skills& Competencies
- Expert in MS office
- Strong multitasking and organizational abilities
- Advanced reporting, MIS, and dashboarding skills
- Excellent presentation and data storytelling skills
- Proficiency in data analysis and visualization tools (Excel, Power BI, etc.)
- Strong communication and stakeholder management skills
- Attention to detail with a problem-solving mindset
- Ability to translate data into actionable insights
Qualifications& Experience
- Bachelor's degree preferred
- Minimum 3+ years in facilities or workplace management
- Experience managing large office environments (2,50,000+ sq. ft.)
- Strong expertise in space planning and utilization analytics
- Experience in MIS reporting, dashboards, and presentations
- Familiarity with digital tools and automation in facility management
- Proven ability to manage multiple priorities in a dynamic environment
