Associate - Workplace Operations

Job Description -

• A critical thinker, who is constantly trying to identify improvement opportunities in most things you witness around you?
• Energetic with a never-give-up attitude, lots of patience and great sense of humor?
• A great motivator and able to thrive under pressure?
• A quick-learner with the ability to grasp new ideas and concepts?

If the above describes you, we would be keen to meet you!

Roles & Responsibilities:

Ongoing Facilities Management

• Setting annual goals for generating savings in area such as energy, resources consumption and cost of maintenance operations.
• Maintain all records related to the performance of facility management operations at site
• IN charge of all technical aspects pertaining to functioning of the building - Undertake all day-to-day work related to M&E.
• Ensure implementation of all the schedules on time - Manage and supervise the works during breakdown.
• Certifying and processing of various bills related to facilities like rental, electricity, telephone etc.
• Liaison with various service providers related to facility
• Knowledge of Statutory Compliances related to Facility Management
• Contribute to energy saving with the engineering team.
• To check & maintain the HVAC, Water supply system, Lighting, Panels, Transformer, HT & LT Breakers & other important electrical feeders on a daily basis to the facility visited.
• Monitor cleanliness of Facility equipment & operation of Access control and fire panel function ability at all sites.

Administration & Vendor Management

• Ensure compliance of minimum wages acts for payments and statutory compliance through specialist professionals.
• Advise senior management on future year maintenance (Opex and Capex) budgets as and when requested for.
• Ensuring that the subcontractors are meeting their commitments on scheduled delivery of training.
• Ensure that the subcontractors have a planned, structured and solution based approach to the delivery of maintenance services.
• Analyze call outs to understand trends; undertake strategic initiatives to minimize the same.
• Audit subcontractors on quality of materials & upkeep of the site.
• Review the performance of Facility management vendor from time to time. Prepare and review the preventive maintenance schedules on a monthly basis and update the same.
• Liaison with the Finance team.
• Review of MIS reports & monthly progress of Service Provider on a monthly basis for necessary reporting.
• Coordination with the Landlord.
• Maintaining AMC & Contracts tracker - Contracts Administration & Management
• Review of Facility management vendor performance scorecard.
• Once management provides the confirmation for purchase, demand the Product Quote from the vendors.
• Select the Optimal Vendor & Dispatch the Purchase Order.
• Coordinate with vendors for timely deliveries.
• Ensure the Assets against the Purchase Order at the time of receiving.

Documentations, Process Management and Business Continuity Planning

• Operational Risk Management
• After office hours facilities assistance response
• Operational Audits and Compliance
• Escalation of Incidents/Problems
• Track the Assets & update the corresponding database.
• Supervise all the ISO related paperwork and work orders for Electrical, Fire, Mechanical, HVAC, BMS systems
• Ensure zero downtime and ensure business continuity at sites
• Manage the Inventory of spares and consumables required for electromechanical equipments.
• On an ongoing basis Create Policies for admin./ site operations / internal logistics / maintenance and assist in transport operations etc.
• Effectively manage Logistics framework - shuttle services, mail room, security, AMCs and management of M&E contracts etc.
• Bring efficiency in budgeting, cost savings & services through process re-engineering and innovative thinking
• If needed liaise with Government / local government relations or consultants
• Integrate dashboards and organizational reporting, compliance, controls and audits
• Brief Business management on plans, time bound actions, and mitigation of risks.
• Attend periodic meetings with senior management of company to explain health of system
• Evolve BCP plans & contingencies for various types of outages, like health, security, E&M, transport and flash strike.
• To Prepare the Planning of Preventive Maintenance of all Electrical and HVAC Systems and coordinate with the landlord for chiller or DG set issues

Qualification

• Any Graduate
• 0 - 2 years experience in a similar role within a similar industry.
• ISO standards and SEZ compliance experience preferred.
• Demonstrate strategic and leadership skills, ability to direct diverse teams of internal and external consultants and stakeholders.
• Strong analytical and financial skills required to synthesize complex and diverse data, detail oriented with a strong risk-management and impact analysis skill.
• Computer savvy, highly proficient producing presentations, schedules, budgets and financial models online, ability to communicate effectively through multiple channels.
• Meticulous with Good Time Management skills
• Extremely high on Integrity, values, ethics and transparency.