Facilities Specialist - Chakan, Pune

Location: Chakan, Pune Manufacturing Facility

Reporting To: Sr. Manager Facilities / Dotted line reporting to Plant Head

Job Purpose

To manage and oversee all plant administration activities, ensuring efficient facility operations, employee support services, regulatory compliance, security, infrastructure maintenance, and cost-effective administration practices that contribute to smooth business operations and employee satisfaction

Key Roles & Responsibilities

1. Plant Administration & Government Liaison

• Coordinate with external statutory and local authorities including:
• MIDC
• Gram Panchayat
• Local Police Authorities
• Fire Department
• MSEDCL
• Pollution Control Authorities
• Utility Service Providers
• Ensure timely approvals, renewals, permits, and statutory compliances related to administration and facility operations.
• Represent the organization before local authorities for administrative matters.

2. Facilities Management

• Manage overall facility operations, infrastructure maintenance, and workplace services.
• Ensure optimum functioning of:
• Administrative buildings
• Offices
• Utilities and common areas
• Parking facilities
• Employee amenities
• Coordinate preventive and corrective maintenance activities.
• Monitor facility service levels through vendor management and periodic audits.

3. Security Management

• Develop and implement plant security systems and procedures.
• Manage security manpower deployment and attendance.
• Monitor access control systems, visitor management, and CCTV operations.
• Conduct security audits and ensure compliance with company safety standards.
• Coordinate emergency response and crisis management activities.

4. Housekeeping & Workplace Management

• Ensure high standards of cleanliness and hygiene across the facility.
• Monitor housekeeping vendor performance through SLAs and KPIs.
• Conduct regular inspections and workplace audits.
• Ensure proper waste management and environmental compliance.

5. Transportation Management

• Manage employee transportation services.
• Optimize transportation routes and costs.
• Address employee transportation-related concerns.
• Ensure vendor compliance with safety and contractual requirements.

6. Cafeteria & Employee Welfare Management

• Oversee cafeteria operations ensuring quality, hygiene, and cost effectiveness.
• Conduct periodic audits of food quality and service standards.
• Coordinate employee welfare initiatives.
• Manage employee engagement activities and wellness-related programs.
• ture and optimize costs.

7. Medical & Occupational Health Coordination

• Organize periodic employee health check-up programs.
• Coordinate with occupational health service providers.
• Ensure maintenance of health records and monitoring of statutory medical requirements.
• Support health awareness and employee wellness initiatives.

8. Event Management

• Plan and execute company events including:
• Annual Day
• Sports Day
• Festival Celebrations
• Employee Engagement Programs
• Leadership Visits
• Town Halls
• CSR Activities
• Manage budgets, vendors, logistics, and execution of events.

9. Uniform & Employee Facilities Management

• Manage procurement and distribution of employee uniforms.
• Ensure compliance with company standards and safety requirements.
• Maintain inventory control and replacement schedules.

10. Pest Control Management

• Implement preventive pest control measures.
• Coordinate with service providers.
• Ensure compliance with hygiene and quality standards.
• Conduct periodic inspections and audits.

11. Budgeting & Cost Control

• Prepare annual administration and facility management budgets.
• Track monthly expenditures against approved budgets.
• Identify and implement cost-saving initiatives.
• Negotiate contracts and service agreements to achieve operational efficiency.

12. Vendor & Contract Management

• Manage administration-related vendors and service providers.
• Develop service agreements, SLAs, and performance metrics.
• Conduct quarterly vendor performance reviews.
• Ensure compliance with contractual obligations and company policies.

13. MIS, Reporting & Documentation

• Prepare weekly and monthly MIS reports.
• Analyze operational performance and cost trends.
• Maintain records related to administration, contracts, compliance, and audits.
• Support management reviews with data-driven insights.

14. Cross Functional Coordination

• Work closely with:
• Plant Operations
• Finance
• HR
• Procurement
• EHS
• Corporate Administration
• Support plant expansion projects and infrastructure initiatives.
• Participate in continuous improvement programs.

Experience

• 10 to 15 years of relevant experience in Administration, Facilities Management, and Plant Administration.
• Experience in handling administration functions for a manufacturing facility with 500+ employees.
• Proven experience as an individual contributor managing end-to-end administrative operations.
• Exposure to multinational/global work environments is mandatory.
• Experience in manufacturing, engineering, industrial, or facility management organizations preferred.

Educational Qualification

• Graduate in any discipline.
• MBA, B.Tech, or equivalent professional qualification will be an added advantage.
• Candidates from Facility Management organizations such as JLL, CBRE, Cushman & Wakefield, ISS, etc., will be preferred.