Key accountabilities of the Role

·     Assist in effective management of departmental functions including timely & accurate reporting, meeting individual and team KPIs, handling complaints and grievances, managing customer expectations, provide timely business insights to management for decision making etc.

·     Support in ensuring full adherence to SOPs and policies.

Your key responsibilities

·     Overall facilities management of the company property and assets and oversee a team from different areas including inhouse maintenance staffs, AMC and variable contractors, cleaning staffs to ensure the entire property of assets are always in well maintained condition, Responsible for establishing AMC contracts relates to facility management such as Fire Alarm. Fire Fighting, Emergency/Exit lights, pest control, Cleaning, Elevators, Ammonia refrigeration plant etc. with SLA/KPI and tracking their performance.

·     Responsible for and managing cost efficiently expenditure for the entire facility department.

·     Establish and maintain appropriate facility management policies and procedures, WMS/SOP by continuous focus on improving existing processes.

·     Ensure strict adherence to standard operating procedures, formats and controls including vendor approval process, comparative quotes for procurement, negotiation and management of facility requirements.

·     Ensure quotes are obtained, PRF is raised and PO are released in timely manner.

·     Maintain sufficient records, documentation and trackers for managing reactive, corrective and preventative maintenance of property and assets including upgradation of equipment’s.

·     Maintain sufficient documentation and trackers for after contract services and warranties.

·     Ensure record keeping of OMM, software’s, drawings, certificates, warranty letters etc.

·     Ensure periodic physical verification of property and various assets of the Company with reporting on physical condition and taking corrective measures.

·     Space planning and management, including managing new fit outs/refurbishments.

·     Maintain a building keying system and master keying record of all keys issued to and retrieved from employees.

·     Assist in or coordinate the overall planning and decision-making for maintaining the safety, utility, and appearance of the facility.

·     Ensure department proactiveness by implementing & verifying daily, weekly, monthly checklist.

·     Ensure monitoring of electricity and water consumption and perform proactive measures to reduce the consumption.

·     Managing soft services (catering, fine dining, reception/switchboard, records and archives, cleaning, car parking).

·     Business Continuity Planning (e.g. disaster recovery and emergency procedures)

·     Risk assessments (e.g. Fire and Occupational Health and Safety) and management of risk including control of substances hazardous to health, sufficiency of heating, ventilating, air conditioning and refrigeration etc.

·     Documentation of risk assessment and its responses by way of maintaining a facilities risk register with periodic management reporting on risk assessment, responses and recommendations.

·     Devise various compliance and exception reports relating to facilities management and provide timely input and insights to management for efficient decision-making including efficiencies and potential areas for improvement.

·     Ensure compliance with relevant legislation and standards including industrial hygiene and indoor air quality.

·     Knowledge of latest prevailing technologies relating to facilities management including automation/digitalization of relevant systems.

·     Monitor payment to contractors & suppliers are done on timely basis.

·     Ensure periodic statutory testing, inspection & calibration of all measuring instruments.

·     Maintain quality assurance system related to facility maintenance.

·     Perform regular KPI reports, performance reports of department and relevant score cards including team appraisals.

·     Hire and retain resources with right skills within the Department.

·   Undertake other duties as assigned including coordinating with other departments on cost reduction initiatives and assist colleagues wherever necessary. 

Skills

·     Impeccable attention to detail.

·     Excellent time and project management skills.

·     Ability to think proactively and take initiatives.

·     Excellent multitasking and organization skills.

·     Exceptional organizational and leadership skills.

·     Excellent analytical/critical thinking skills.

·     Teamwork and collaboration skills with high work ethics.

·     Problem-solving abilities with strong research and analytical skills.

·     Potential to lead and motivate others to deliver on challenging deadlines.

·     Negotiation skills and the ability to develop strong working relationships.