Bren Trillium Welfare Owners Association

OB DESCRIPTION – FACILITY MANAGER (FM) Apartment Owners’ Association / Society 1. Role Overview The Facility Manager (FM) is the single point of operational control for the society and is responsible for day-to-day management, safety, infrastructure upkeep, vendor supervision, compliance support, and service delivery , strictly in line with society policies, SLAs, and instructions issued by the Management Committee (MC), led by the President. The FM operates in a professional, data-driven, accountable manner , ensuring transparency, documentation, and timely resolution of all issues. 2. Reporting Structure Reports to: President & Management Committee (via designated MC liaison) Supervises: Electricians Plumbers STP/WTP operators Housekeeping supervisors & staff Security supervisors Technicians & vendors on-site 3. Core Responsibilities3.1 Operations & Daily Management Ensure uninterrupted operation of: Electrical systems (DG, panels, lighting, BESCOM coordination) Plumbing systems (pumps, sumps, OHTs) STP / WTP / RO systems Lifts, fire systems, CCTV, ventilation Maintain 24×7 operational readiness for emergencies. Conduct daily site inspections and ensure immediate rectification of critical issues. Ensure all common areas are functional, safe, and presentable at all times. 3.2 Complaint Management & SLA Compliance Act as the primary owner of the complaint resolution system . Ensure: All complaints are logged with unique IDs. Priority classification is correct (Critical / High / Medium / Low). SLAs are strictly met: Critical: immediate response, closure within 6–12 hours. High: closure within 24 hours. Medium: closure within 48 hours. Low: closure within 72 hours. Escalate SLA breaches proactively to the MC liaison / President. Maintain zero tolerance for unresolved safety-related complaints. 3.3 Infrastructure Audits & Preventive Maintenance Conduct and document: Daily operational checklists. Weekly walkthrough inspections with MC. Monthly preventive maintenance reviews. Maintain updated records of: AMC schedules and service logs. Breakdown history and corrective actions. Coordinate third-party audits (fire safety, electrical, STP, lifts) as directed by MC. 3.4 Vendor & Contract Management Supervise all vendors (security, housekeeping, AMCs, project vendors). Ensure vendors: Follow scope of work. Meet SLAs and quality benchmarks. Maintain statutory compliance. Validate vendor bills against: Actual work done. Tickets raised. Supervisor verification. Support procurement through: Scope definition. Site walkthroughs. Technical evaluation of quotes. 3.5 Staff Management & Discipline Manage attendance, shift rosters, and task allocation for all on-site staff. Ensure staff: Wear uniforms and ID cards. Maintain professional behaviour with residents. Follow SOPs strictly. Conduct regular briefings and tool-box talks. Recommend disciplinary action or replacement for non-performing staff. 3.6 Security & Safety Oversight Ensure effective: Visitor management. CCTV uptime (>99%). Guard deployment and night vigilance. Coordinate emergency response for: Fire Electrical failures Water outages Medical emergencies Participate in and document fire drills and emergency mock drills. 3.7 Compliance & Documentation Support Maintain a Compliance Register covering: Fire NOC STP / PCB compliance BESCOM-related approvals Labour compliance for staff/vendors Support MC in renewals, inspections, and regulatory visits. Ensure all documents are digitized and available on demand. 3.8 Financial & Reporting Responsibilities Support MC in: Budget vs actual tracking. Cost control and optimization. Ensure no expenditure is incurred without approval as per society policy. Submit: Daily operations report Weekly status report Monthly performance dashboard Highlight risks, cost overruns, and operational gaps proactively. 3.9 Resident Communication & Conduct Act as the professional face of society operations . Communicate courteously and transparently with residents. Avoid informal commitments not approved by MC. Ensure all official communication follows approved templates and escalation protocols. 4. Mandatory Deliverables (Non-Negotiable) The FM must submit and maintain : Daily FM checklist (Electrical, Plumbing, Security, Housekeeping, STP). Complaint tracker with SLA adherence. Weekly walkthrough report. Monthly vendor performance summary. Compliance register update. Incident & emergency reports (within 24 hours). Asset & AMC register. Failure to maintain documentation will be treated as non-performance . 5. Performance Metrics (KPIs) The FM’s performance will be evaluated monthly based on: SLA adherence ≥ 95% Zero unresolved critical safety issues CCTV uptime ≥ 99% Staff attendance ≥ 95% Preventive maintenance adherence ≥ 100% Resident satisfaction feedback Audit & compliance readiness Quality of reporting & documentation 6. Authority & Limitations Authorized to deploy staff and vendors for approved works. Not authorized to: Commit society financially without approval. Modify policies or rules. Waive penalties or dues. All emergency actions must be documented and reported. 7. Confidentiality & Ethics Maintain confidentiality of resident data and MC discussions. Zero tolerance for: Bribes, commissions, or vendor collusion. Favouritism or discrimination. Misrepresentation of facts. 8. Working Hours & Availability Standard working hours as per contract. Mandatory availability during emergencies, major breakdowns, or society events. Leave to be pre-approved and alternate arrangement ensured. 9. Termination & Accountability Clause Failure to meet SLAs, maintain safety standards, or comply with MC directions may lead to: Written warning Performance improvement plan (PIP) Financial penalties (if contractually provided) Termination as per agreement Job Type: Full-time Pay: ₹40,000.00 - ₹60,000.00 per month Benefits: Cell phone reimbursement Commuter assistance Internet reimbursement Work Location: In person