Senior Manager - Admin & Facility

Hi All,

We are having urgent opening for Senior Manager - Admin and facility - Gurgaon.

Shift time :- 12:00 PM to 9:00 PM Or 3:00 PM to 12:00 AM

Mode :- Third Party Payroll

Role and Responsibility: Senior Manager

The Administrative & Facility Senior Manager is responsible for the day-to- day

management of premises. Responsibilities cover facility operations 24x7, health, safety,

security, environment, procurement of goods and services, transport, cafeteria

management travel agency coordination, and Landlord management.

Key Responsibilities (Planning and creating a framework for entire facility management

operations. Governance, Monitoring, Controlling and Reviewing Admin & FM Services.

Facility management plan covers various activity planning and making the short- and

long-term plans, creating the process guidelines for all sub functions of facility, crating

SOPs, aligning the team to execute the same to ensure that 24x7 operations run

without interruption. This includes all necessary consumables like water, beverages, HK

consumables, stationery and toiletries items etc., planned preventive maintenance

activities, BIP building inspection plan, availability of common services.

• Prepare annual facilities management plan like AMC and other repairs and

maintenance to ensure the best working environment for employees.

• Ensures the office complies with Group standards of upkeep and safe

environment.

• Ensures all important signages covering all required compliance etc. to ensure an

ideal workplace.

• Undertakes and reviews office risk assessments, identifying hazards and

completing actions to mitigate their risk if any.

• Arranges emergency procedures including fire, security and first aid support

availability of ambulance, wheelchair etc.

• Undertakes daily inspections of the office and get the things in order if anything

is noticed out of place.

• Close monitoring the consumptions and take corrective actions if there are any

wastage happening.

• Ensures staff is made aware of, and follow, Health, Safety and Security

procedure.

• Creates awareness in the staff about the admin services, facilities available in the

premises.

• Ensures all accidents and near misses, plus Health, Safety and Security, incidents

are reported, recorded and investigated as required.

• Plans and controls Safety and Security of the premises with the help of CCTV,

access control and visitor management system etc.

• Engages competent office service suppliers and carries out due diligence on

them; monitors office service supplier performance throughout the contract and

gives feedback as and when needed.

• Ensures all vendor contracts and terms of services as per standard guidelines.
• Onboarding of vendors and setting expectations for their deliveries.

• Ensure periodic maintenance and upkeep of all equipment used in office such as

air conditioners, pantry equipment, fire equipment, etc are being managed by

FM vendor timely and records being maintained.

• Conduct performance review of vendors and suppliers.
• Ensure that proper feedback process is available at workplace to get the

feedback of employees.

• Display of shift cell nos for easy connect by employees regarding any admin

related query/concerns.

• To ensure that sufficient stock of consumable is being maintained by FM team at

site and ordering happening timely to avoid any zero stock situation.

• Coordinate with builders for effective management of building management

services.

• Monitor the spend and ensure that there is no wastage
• To ensure that moral of team is high always, so that they happily execute any

given assignment in addition to the routine work.

• Ensure that FM agency is providing proper trainings and time to time briefing to

them on some important topics along with motivation and personal touch.

• Closely working and guide them at every step to plan and execute daily/weekly

tasks.

• Monthly Management Review with FM vendor.
• Monitoring and controlling of the expenses and alert to control any wastage.
• Exploring innovative ideas for improvement of processes be it cost saving or

process improvement

• Promptly acting to resolve any incident, accident etc to ensure that our

employees are safe.

• Monitoring the drop of transport and ensure all basics are met by transport

vendor, managing escalations and ensure that same is not repeated in future.

• Regular meeting with transport vendor, landlord for various ongoing challenges

and ensure that things are streamline and operations do not suffer.

• Supporting all company events be it inhouse townhalls or events at external

venue.

• Organising transport helpdesk time to time for employees for resolution of query

and concerns.

• Establishing floor warden team and provide them proper training to ensure the

safety of employees are not compromised.

• Managing visitors and clients as per guidelines of management

Technical Operations responsibilities :

• Maintenance and repair of equipment, and infrastructure: This includes regular

inspections, identifying maintenance issues, prioritizing repairs, and coordinating

with technicians and contractors to ensure that all repairs and maintenance are

completed in a timely and cost-effective manner.

• Energy management and sustainability initiatives: This includes monitoring

energy usage and implementing strategies to reduce energy consumption, such

as implementing energy-efficient practices and renewable energy sources and

reducing waste and increasing recycling.

• Compliance with regulations and safety standards: This includes ensuring that all

facilities are compliant with relevant regulations and safety standards, such as

building codes, fire safety regulations, and environmental regulations.

• Budgeting and cost management: This includes managing the budget for facility

maintenance and repairs, as well as capital projects, and identifying cost-saving

opportunities.

• Disaster planning and emergency response: This includes developing and

maintaining a disaster plan that outlines the steps to be taken in the event of a

natural disaster, fire, or other emergency, and ensuring that all staff and

stakeholders are aware of the plan and trained to respond appropriately.

• Record keeping: This includes maintaining detailed records of all maintenance

and repairs, including the date, cost, and nature of the work performed, and

ensuring that all records are up-to-date and easily accessible.

• Team management: This includes managing a team of technicians responsible for

performing maintenance and repairs, providing training and support to ensure

that they have the skills and knowledge necessary to perform their duties, and

conducting regular performance evaluations.

ENGINEERING OPERATION AND MAINTENANCE SERVICES:

• Preventive maintenance: This involves scheduled maintenance activities, such as

inspection, lubrication, and cleaning, designed to prevent equipment failure and

minimize downtime.

• Corrective maintenance: This involves repairing or replacing equipment that has

failed or is not functioning properly.

• Predictive maintenance: This involves using data and analytics to predict when

equipment is likely to fail, allowing for preventive maintenance to be scheduled

before a failure occurs.

• Facility management: This involves the ongoing management of buildings and

structures, including maintenance of heating and cooling systems, lighting,

plumbing, and electrical systems.

• Energy management: This involves optimizing energy usage to reduce costs and

improve sustainability.

Equipment upgrades: This involves upgrading or replacing equipment to improve

efficiency, safety, or reliability.

• Regulatory compliance: This involves ensuring that all equipment and systems

comply with relevant regulations and standards.

• Life-cycle management: This involves managing the life cycle of equipment and

systems, including planning for replacement or upgrade as equipment

approaches the end of its useful life

PLANNED PREVENTIVE MAINTENANCE

A planned maintenance program is the key to protecting the facility and ensuring its

long-term trouble-free operation. The planning of maintenance work requires

consideration of more and varied cost factors. Most of the activities in the planned

preventive maintenance program may be performed by ESPL technicians/ Supervisors

(outsourced) under the guidance of ESPL facility management team. Refer PPM

(Planned Preventive Maintenance) planner. Process as below:

• PM/PPM For all PM/PPM scheduled for next month, applicable SWMS (Safe

Work Method Statement), work permits must be signed by EHS (Environment,

Health, and Safety) (Environment, Health, and Safety), Engineer lead and Client

before the end of current month.

• NC PM (Preventive Maintenance) work For any non-controllable PM work,

applicable SWMS, work permits must be signed by EHS, Engineer lead and Client

before 72 hours from schedule.

• Unscheduled Repair and Maintenance For any Unscheduled Repair and

Maintenance work, applicable SWMS, work permits must be signed by EHS,

Engineer lead before 24 hours from schedule.

• Breakdown Repair and Maintenance (during weekend/Emergency) - For any

Unscheduled Repair and Maintenance work, applicable SWMS, work permits

must be signed by FM (Facilities Management) before start of activity and

immediately all SWMS and permits need to share as per emergency call tree for

information and closure meeting.

If interested please send updated resume on gareema.awasthi@cielhr.com.