Assistant Facility Manager

Job Description

Collect, maintain, and submit bills and invoices, uploading them to the Google Form/CAAPS portal. Coordinate with department heads, management, and employees to understand their domestic and international travel needs. Plan their complete itinerary, including transportation modes, travel dates, costs, accommodations, and additional services. Arrange event setup for leadership visits. Monitor office seating capacity. Conduct rounds within the office premises to identify any housekeeping, maintenance, or cafeteria issues, and initiate corrective actions. Manage vendor staff for housekeeping, maintenance, and security services. Oversee housekeeping services. Manage HVAC and UPS annual maintenance contracts (AMCs). Assist with onboarding procedures for new employees. Help prepare and manage budgets for soft services. Monitor expenses and identify cost-saving opportunities. Respond to employee requests and concerns regarding facilities. Manage the inventory of office supplies. Track service reports for Facility Administration Services (FAS). Handle vendor registration. Manage pick-and-drop transportation for night shift employees. Keep track of regular and ad-hoc facility expenses. Update the Good Catch/Near Miss tracker. Track vendor staff attendance. Oversee mailroom services. Create purchase orders (PO) in JD Edwards. Follow up on vendor payments.