Associate Manager – Facility Management Services (FMS)

Job Description
Position Title: Associate Manager – Facility Management Services (FMS)
Location: Goa

Job Purpose
To effectively manage end-to-end Facility Management Services (FMS) for office and site locations, ensuring smooth operations across housekeeping, pest control, inventory and stores management, repairs and maintenance, visitor management, front office operations, helpdesk services, safety, and administrative support.
The role is responsible for maintaining a safe, clean, functional, and efficient workplace environment, while ensuring service quality, vendor performance, statutory compliance, and operational excellence.

Key Responsibilities
1. Office Upkeep & Hygiene
• Ensure all office areas, workspaces, breakout zones, utility areas, and surrounding spaces are maintained in a clean,        hygienic, and presentable condition.
• Oversee and monitor housekeeping operations to ensure service quality and adherence to defined standards.
• Ensure a pest-free office environment through periodic pest control activities and preventive measures.

2. Operations & Maintenance of Equipment / Infrastructure
• Oversee the operation and maintenance of all office infrastructure and electromechanical systems, including:
o HT/LT power systems
o UPS
o Lighting systems
o HVAC systems
o Fire safety systems
o Office and building upkeep
o Common area maintenance
• Prepare and monitor predictive, preventive, and corrective maintenance plans to ensure maximum uptime of critical equipment.
• Coordinate and supervise routine and breakdown maintenance activities related to:
o Carpentry
o Plumbing
o Painting
o Civil works
o Janitorial services

3. Helpdesk Operations
• Manage FMS Helpdesk operations and ensure effective complaint logging, tracking, and closure.
• Ensure timely resolution of all facility-related complaints as per agreed service levels (SLAs).
• Capture user feedback and take corrective actions for continuous improvement in service delivery.

4. Vendor & Contract Management
• Manage and coordinate with all facility-related vendors and service providers, including:
o Housekeeping agencies
o Pest control agencies
o AMC vendors
o Security agencies
o Other supply/service partners
• Oversee Annual Maintenance Contracts (AMCs) and other supply/service contracts.
• Verify, certify, and process vendor bills in a timely manner.
• Track bill submission and ensure closure through payment processing.

5. Inventory & Store Management
• Manage FMS stores and inventory for all office and site facility requirements.
• Ensure adequate stock levels and timely replenishment of:
o Stationery
o Consumables
o Chemicals
o Toiletries
o Other facility-related items
• Maintain proper inventory records and monitor reorder levels to avoid stock shortages.

6. Safety & Security Management
• Ensure proper functionality, maintenance, and monitoring of all safety and security systems, including:
o Physical security systems
o Material movement controls
o CCTV
o Access control systems
o Public address (PA) systems
o Fire alarm systems
o Fire hydrants
o Fire extinguishers
• Support the creation, implementation, and review of Emergency Response Plans.
• Conduct periodic awareness sessions and training on:
o Basic fire safety
o First aid
o Emergency response protocols
• Ensure availability of basic medicines, first aid kits, and emergency essentials.

7. Administrative & Facilities Support
• Oversee facility-related operations across city and site offices.
• Support space planning and occupancy management.
• Ensure adherence to statutory requirements, compliance norms, and audit expectations within the facilities function.
• Provide coordination support for events, meetings, hospitality, and general office administration as required.

Key Stakeholder Interactions:
External Stakeholders:
• Housekeeping agencies
• Pest control agencies
• AMC vendors and service providers
• Suppliers and contractors
• Security agencies
• Insurance agencies

Internal Stakeholders:
• All functional and operational teams
• Central / corporate facilities teams
• Admin and support functions

Key Performance Areas (KPAs)
• Cleanliness and hygiene standards across office/site locations
• Timely resolution of helpdesk complaints
• Uptime and maintenance of critical office infrastructure
• Vendor performance and contract compliance
• Inventory availability and store management efficiency
• Safety and security compliance adherence
• Administrative support effectiveness
• Audit and statutory compliance readiness

Desired Candidate Profile
Educational Qualification
• Graduate in any discipline
• Relevant certifications in Facilities Management / Administration / Safety / Maintenance would be an added advantage

Experience Required
• 8 to 10 years of relevant experience in Facilities Management / Administration
• Experience in large corporates, multinational companies, hospitality, IT, or infrastructure-led environments will be preferred

Required Skills & Competencies
Technical Skills
• Strong understanding of:
o HVAC systems
o Electrical systems
o UPS / power systems
o Fire safety systems
o CCTV / access control
o Plumbing
o Carpentry
o Civil and interior maintenance
• Experience in critical office equipment handling and maintenance planning
• Knowledge of facilities process improvement and service optimization

Functional Skills
• Vendor management and contract administration
• Inventory and store management
• Helpdesk and complaint management
• Administrative operations
• Compliance and audit coordination
• Safety and emergency preparedness

Behavioral Competencies
• Strong attention to detail
• Good analytical and problem-solving ability
• Effective planning and decision-making skills
• Strong communication and interpersonal skills
• Ability to liaise, negotiate, and coordinate with internal and external stakeholders
• Collaborative mindset and team player attitude

Preferred Criteria
• Candidates with prior working experience in Goa will be preferred
• Local candidates will have an added advantage