Facility Manager

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