Assistant Facility Manager (Soft Services)

1. Job Summary

The Assistant Facility Manager – Soft Services is responsible for supporting the Facility Manager in overseeing daily soft services operations within the data center facility. This role ensures that housekeeping, cleaning, pest control, waste management, landscaping, and other non-technical facility services are delivered in accordance with company standards, client requirements, health and safety regulations, and data center operational procedures.

The position focuses on maintaining a clean, safe, hygienic, and professional working environment while ensuring minimal disruption to critical data center operations.

2. Key Responsibilities

A. Soft Services Operations

• Supervise and coordinate daily soft services operations within the data center facility, including offices, common areas, meeting rooms, restrooms, pantries, and designated operational areas.
• Oversee housekeeping, cleaning, pest control, waste management, landscaping, and other soft services activities.
• Ensure cleaning activities are performed according to approved schedules, service standards, and client requirements.
• Conduct routine inspections to ensure cleanliness, hygiene, and facility presentation meet established standards.
• Ensure soft services activities in critical areas are conducted only with proper authorization and in accordance with data center access and security procedures.
• Coordinate with technical teams to ensure soft services activities do not interfere with critical infrastructure or ongoing maintenance activities.

B. Vendor and Contractor Management

• Supervise outsourced service providers, including housekeeping, pest control, waste management, and other soft services contractors.
• Monitor vendor performance against Service Level Agreements (SLAs), Key Performance Indicators (KPIs), and contractual requirements.
• Coordinate vendor schedules, manpower allocation, work permits, and service delivery.
• Conduct regular performance reviews and provide feedback to vendors.
• Follow up on service deficiencies and ensure corrective actions are implemented within agreed timelines.
• Assist in reviewing vendor quotations, service reports, and monthly performance evaluations.

C. Health, Safety, and Environmental Compliance

• Ensure all soft services activities comply with applicable Health, Safety, and Environment (HSE) requirements and site-specific procedures.
• Ensure contractors comply with site safety rules, PPE requirements, access control, and work permit procedures where applicable.
• Monitor proper handling, storage, and disposal of cleaning chemicals and waste materials.
• Ensure housekeeping activities do not obstruct emergency exits, fire protection equipment, access routes, or critical facility areas.
• Report unsafe conditions, incidents, near misses, and potential hazards to the Facility Manager and HSE team.
• Support environmental initiatives, including waste segregation and resource conservation.

D. Data Center Operational Support

• Support the Facility Manager in maintaining a clean, organized, and controlled data center environment.
• Coordinate soft services activities around server rooms, loading bays, staging areas, offices, and other designated facility spaces.
• Ensure cleaning teams understand restricted areas and comply with data center security and confidentiality requirements.
• Coordinate with security, operations, engineering, and project teams to arrange access for service providers.
• Support site readiness for client visits, audits, inspections, and operational reviews.
• Assist in maintaining compliance with applicable data center cleanliness, security, and operational standards.

E. Team and Manpower Management

• Assist in planning manpower requirements, shift schedules, attendance, and task allocation for soft services personnel.
• Supervise daily activities and ensure adequate staffing coverage.
• Provide guidance and on-the-job training to cleaning and other soft services personnel.
• Monitor employee discipline, attendance, and work quality.
• Support the Facility Manager in resolving operational issues and escalating staffing concerns.

F. Reporting and Documentation

• Prepare daily, weekly, and monthly soft services operation reports.
• Maintain records of cleaning schedules, inspection checklists, vendor attendance, service performance, and corrective actions.
• Monitor consumables, cleaning supplies, equipment, and inventory levels.
• Assist in preparing operational budgets, cost-control reports, and procurement requests.
• Support internal and client audits by providing relevant documentation.
• Report operational issues, service disruptions, and improvement opportunities to the Facility Manager.

Work Location: In person