Job Requirements Lead Admin & Facilities Major Responsibilities Operations and Maintenance Ensures that all facilities are operated and maintained in a cost-effective and safe condition in accordance with the approved budget and the customer's / organisation requirements to fulfil Operations and Maintenance of Facility related contractual obligations. Manages, directs and schedules day-to-day and long-range activities for assigned facilities and ensures that the Operations & Maintenance staffs are properly following processes and procedures. Maintains a proactive relationship with CFT’s, Business Leaders, Customers and understand business needs of local customer. Reviews and approves expenditures for tools, equipment, supplies, materials and additional contract requirements. May assist with preparation of Admin budget. Communicates operating philosophy, objectives and expectations to O&M staff in a continuing effort to build the team. Development and monitoring of Processes, Systems & Use of approved technology which increase the efficiency and bring out best for all relevant stake holders (Company, Shareholders, Employees and other partners). Manage overall office expenses budget OPEX & CAPEX budget Identifying, Developing QMS Processes, guidelines, operational guidelines, metrics, KPI’s and other key functions for the department and evaluate and contribute towards Organisational growth. Manage the performance and relationship processes with vendors including selecting and contracting of office services and facility services vendors, monitoring and ensuring compliance to contracts and optimizing the purchase to pay and vendor non-performance management. Budget planning and cost allocation for the services used as well as managing the fixed assets and also time to time analyse the cost trends and optimize for organizational benefits. Ensure facilities remain both internally and externally in safe and healthy operating condition and ensure the availability of associated services such as physical security, access control, equipment maintenance, technical support, ventilation and lighting, vending, cafeteria and other services, adhere to all the protocols. Provide guidance and partner with relevant stakeholders to ensure compliance with country regulations, customer MSA’s related to business needs and meeting the requirements and implementing across. - Customer Compliance, Internal Compliance. External body certifications. Participating in the selection of service providers and handle relationships with vendors to ensure the quality of services provided. Lead and coordinate the employee transport program and ensure applicability of local policy aligns with the global corporate policy and government regulations and ensure all program and policy specifications such as car selection, maintenance, repairs and driver safety are within compliance and as per the” New Normal” Partnering collaboratively with regional managers, other enabling departments and compliance leads in the consolidation and implementation of business continuity, preventative maintenance and emergency plans and ensure the functionality of critical facility systems and equipment’s. Analyse, develop and implement plans and deliver results in a fast-changing business or regulatory environment, while leading and developing a team of experienced professionals and supervisors, coaching and making decisions related to talent management hiring, performance and disciplinary actions. Suggest & implement approved Cost optimization initiatives Maintains cooperation and positive relations with employees in the centre, contractors, public officials and the general public. Oversee the operation and maintenance of the entire Electromechanical Systems which could include HT/LT Power distribution, Air-conditioning (HVAC), DG sets, UPS, CCTV, Access control, Fire detection & Fire Hydrant systems, Ventilation System, STP/ETP, and Building Management System etc. Active Involvement in the Facility build, Real Estate needs of the organisation and ensure follow defined Toll gated process the Real estate requirements. Services Excellence by adhering to the SLA’s Facilitate the services under Slogan “Safety First, No Safety, No work” Serve all stake holders with approach of “Responsiveness, Cooperation, Collaboration” Procurement and contract management: Establish process performance metrics; tracking, analyzing, and reporting performance in terms of quality, safety, cost, and customer satisfactions. May take corrective action to bring about required change and ensure contract requirements have been executed at a level above the specified standards. Complies with all company policies and procedures and adheres to company standards. Performs Project Management activities including contract management, resource identification and scheduling; coordination, execution, report processing, and customer satisfaction verification. Manage service contracts, including inspections and quality management of service delivery Manages subcontractor specifications, problems/issues, performance and administration. Management of contract resource to achieve Service Level Agreements to Key Performance Indicators at optimum cost Others Participates in and/or manages Project Site Audits Implements Critical Facility Management Program including Discovery Audit (Operational Gaps and Identified Risk and impact), Processes, Standards, Best Practices, Procedures, Training and Certification Process and specific CF applications, Technology Deployment and Implementation, and Continuous Improvement within supported applications. Manage all Health and Safety issues and actively participate in Health and Safety reviews Provides the technical and management direction for all Facility Management services and utilizes all Third party resources and internally available resources (i.e. Procurement, etc.) to reduce costs and increases satisfaction. Performs other duties as required. Work Experience Key requirements: Bachelor’s / Post Graduate/ degree is required, 14+ years of relevant working experience in workplace programs, facility, site management, preferably working in dynamic, multicultural, and international working environment Understanding of workplace strategy with strong real estate knowledge, facility management, operations management, stakeholder management Strong leadership, organizational, analytical, and communication skills Proactive with the knowledge of utility systems to ensure the office environment with high standard Ability to take ownership, work independently & strategically, highly adaptive & flexible mindset with ‘can-do attitude’ Hospitality minded Knowledge of real estate strategy and operations (expansion, renovation, renewals) Strong project management and stakeholder management skills Leadership and collaboration Budgeting skills Procurement Facility & maintenance Ability to manage multiple key stakeholder at once. Fluent spoken and written English is a must. Managing team and getting things done with effective time management.
