The Facilities Director (FD) will provide leadership and oversight of all General Affairs activities in India along with the Facilities coordination of the India offices in Bangalore, Noida, Pune, Hyderabad. This includes managing financial budgets, managing projects, and coordinating administrative support across the team. As a people manager, the FD will complete tasks in a resourceful and effective way whilst working on assignments requiring considerable judgment and initiative. The FD will understand the implications of their work and relish the opportunity to make recommendations for solutions.
Principal Accountabilities
Facilities Management -
- Liaising with the landlords, contractors and service providers (Security, utilities, air conditioning, etc), managing the relationships and ensuring service delivery meets business requirements. Conducting regular reviews to ensure service providers deliver & maintain good service standards.
- End-to-end management of contracts (in agreement with the purchasing department) with external providers including: preparing documents for tenders, obtaining quotes, assessing costs for goods and services to ensure maximum value for money, project management, ensuring appropriate legal documentation is obtained (e.g. Licence to Alter etc) co-ordination of work of contractors and service providers, and checking that agreed work by contractors has been completed satisfactorily and any deficiencies are followed up and resolved
- Overall management of facilities projects and supervision of planned preventive maintenance and compliance.
- Responding appropriately to emergencies and urgent issues as they arise
- Main ISO contact for the respective sites in charge
- Support the energy management system and team implementing the energy policy, setting achievable targets for energy use, and designing action plans to reach them and measure progress.
- Coordination of maintenance work of technical building equipment
- Monitor working environment and liaise with colleagues & suppliers to ensure it is maintained to a pleasant and professional standard, arranging for repairs etc as appropriate
- Planning best space allocation and utilisation of buildings resources, working with Executive Team as appropriate.
- Ensure any statutory testing takes place on time, and keeping relevant records
- Project Management of any planned expansion (or reduction) of India associated site facilities, pro-actively planning & implementing these strategies, demonstrating appropriate discretion & confidentiality when required, liaising with lawyers, surveyors and specialist contractors and suppliers to ensure overall goals are achieved.
- Ensuring appropriate employee communication on buildings issues or works being completed.
- Point of Contact for all town and country/ public authorities.
Health & Safety and BCP-
- Establishing, reviewing and updating India health and safety policies and ensuring they are observed, liaising with external consultancies as required
- Coordinate India Health and Safety routines (such as fire drills and inspections).
- Undertake Risk Assessments and Accident Investigations, and implementing subsequent action plans
- Maintain accident records for the offices and ensure appropriate reports are issued.
- Manage the First Aid and Fire Warden databases, and ensure appropriate Training occurs & is kept current.
- Provision of appropriate documentation to demonstrate compliance with Health & Safety legislation and company policies.
- Coordinate and control India BCP (business continuity program) activities.
Office/Administration Management-
- Day to day management of the administration team, including taking responsibility for the performance and development of these individuals
- Ensuring that the India reception function is run to provide an effective & professional first point of contact for all visitors. This will include the provision of lunchtime, holiday and absence cover as appropriate.
Financial Management-
- Negotiates on costs with third party vendors
- Assesses projects using cost benefit analysis methods
- Managing the overall budget ensuring financial KPIs are met
- Obtaining Capex and overall financial approvals for facilities projects
- Preparation of financial project presentations
- Monthly budget reviews
- Help prepare AOP for forthcoming year
General Administration-
- To provide administrative support to the Facilities Director, EMEA in respect of starters and leavers.
- To be responsible for maintaining a full contract database, including copies of contracts and insurance certificates
- To maintain supplier set-up and onboarding
- Provide a customer facing approach to all enquiries at offices, often as the first point of contact for visitors. Answering the telephone and professionally dealing with all queries and complaints.
- Overseeing incoming post and producing all outgoing correspondence on behalf of the office
- To provide financial administration of the accounts system, raising Purchase Orders and dealing with urgent invoices etc to progress for payment.
- Overseeing courier services.
- Managing the offices to ensure stationary, equipment, meeting rooms and the environment meet the needs of the users.
- Any ad hoc tasks as deemed reasonable by your manager.
Qualifications
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Business Administration or BIFM qualification in administration or other related subject or relevant demonstrable experience to NVQ level 4.
- IOSH Managing Safely certificate advantageous.
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Minimum of 15 years experience in facilities management
which includes responsibility for health and safety and contractor management
Minimum of 8 years experience in managing administration function and team
- Knowledge of building infrastructure, HVAC, Electrical, Utilities, Maintenance
- Good Health & Safety knowledge & experience
- Expertise in the area of Business Continuity Management
- Must be prepared to travel occasionally
- Flexible attitude and ability to manage conflicting priorities
Knowledge, Skills and Experience
- Uses own judgement and takes initiative to make recommendations to solve problems
- Excellent problem-solving skills and the ability to manage difficult situations using a solution focused approach
- Team player mind-set
- Enthusiastic, positive, open-minded approach to challenges
- Proven administrative skills with experience of office administration
- Demonstrable competence with use of IT, Word, Excel and Access packages
- Numerate with experience of monitoring and managing invoices via Excel
- Advanced relationship builder- confident in maintaining relationships and using ongoing dialogue with anyone internal or external to the business
- Strong customer relations skills and an ability to integrate with a diverse and changing environment
- Strong organizational skills - an ability to work without close supervision
- Strong communication skills, both verbal and written.
- Able to work on own initiative, to listen and willingness to learn.
- Ability to demonstrate utmost discretion when dealing with all sensitive and confidential information
- Ability to multi-task in a fast-moving environment
- Cross cultural awareness and sensitivity.
