Associate Manager FMS

JOB PURPOSE

Lead the entire soft services and technical team and ensure to provide and maintain a high level of standardized workspace, safe and Hygienic environment in office area. Responsible for end-to-end project execution in coordination with multiple internal and external stakeholders, without any disruption of services.

ORGANISATION CHART

Head FMS North >> Associate Manager - FMS

KEY ACCOUNTABILITIES

General Facility Management:

• Oversee and coordinate repair and maintenance activities for all facilities, including buildings, equipment, and develop schedules and protocols for routine maintenance to ensure the optimal functioning of all systems.

• Plan and execute infrastructure upgrade projects, including renovations, expansions, and technology integrations and collaborate with stakeholders to determine needs, budget requirements, and timelines for upgrades.

• End to end office Management of entire facilities as per defined SOP and ensuring all the services are carried out as per the SLA.

• Manage housekeeping, janitorial, pest control and other soft services to ensure a clean and comfortable working environment.

• Responsible and accountable for management of Helpdesk Operations and management of all requests pertaining to facilities and resolution of issues towards repairs and maintenance activities

• Develop and implement emergency response plans to address potential risks and mitigate disruptions to facility operations.

Process Improvements and Cost Saving: -

• Identify cost-saving opportunities and implement strategies to optimize spending while maintaining service quality.
• Serve as the nodal officer for process improvement initiatives such as ISO- 41001, 5S, BLIP, CIP, KAIZEN, Idea Factory etc.
• Facilitate training sessions and workshops to educate staff on process improvement methodologies and foster a culture of continuous improvement.
• Prepare regular reports and presentations for senior management, summarizing key performance metrics, accomplishments, and areas for improvement.
• Conduct data analysis to identify trends, patterns, and areas of inefficiency, and recommend actionable solutions.

Support to FMS Head in Standardizing FMS functions based on best industry practices. Eg. Changes in SOPs/ Revision of FMS Manual.

Financial Management: -

• Prepare and manage annual budgets for facility management, housekeeping, maintenance, repairs, and upgrades, and monitor expenditures to ensure alignment with budgetary constraints and tracking variances.
• Monitor and control expenses, ensuring alignment with approved budgets.
• Review Annual Operating Plans (AOP) with financial projections for accuracy and feasibility.

Conduct regular financial audits and implement cost-saving measures to optimize operational expenses.

Vendors & Stakeholder Management: -

• Manage vendor relationships and contracts for facility management services, ensuring cost-effectiveness and quality of services, monitoring performance, and resolving issues.
• Monitor Service Level Agreement (SLA) adherence , ensuring vendors meet performance benchmarks and contractual obligations.
• Coordinate with relevant stakeholders to conduct risk assessments and implement preventive measures.
• Manage relationships with external vendors and service providers, monitoring performance, and resolving issues.

KEY ACCOUNTABILITIES - Additional Details

EXTERNAL INTERACTIONS

• Service providers
• Suppliers / Vendors
• Statutory Authorities

INTERNAL INTERACTIONS

• Intra and Inter Department Employees
• Other group employees

FINANCIAL DIMENSIONS

• Opex AOP: 4 Cr
• Capax AOP: 18 Cr
• CIP / BLIP Targets: 0.25 Cr

OTHER DIMENSIONS

Outsourced Staff: 80

EDUCATION QUALIFICATIONS

Graduation / Diploma

RELEVANT EXPERIENCE

10-12 years of experience with at least 8 years of relevant experience in large set-ups

COMPETENCIES

• Personal Effectiveness
• Social Awareness
• Entrepreneurship
• Problem Solving & Analytical Thinking
• Planning & Decision Making
• Capability Building
• Strategic Orientation
• Stakeholder Focus
• Networking
• Execution & Results
• Teamwork & Interpersonal influence
• FMS Standards Acquaintance (Practitioner)
• Event Management (Practitioner)
• Infrastructure Management (Practitioner)
• Building Maintenance Management (Practitioner)
• Hospitality Management (Practitioner)
• Vendor and Contract Management (Practitioner)
• Cost Optimization (Practitioner)