Facility Manager Soft Services

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JLL is seeking an experienced Facility Manager to oversee comprehensive facility operations for a dedicated client site. This hands-on leadership role involves managing all aspects of building operations maintenance vendor coordination and space management to ensure optimal facility performance occupant satisfaction and cost-effective service delivery. The Facility Manager will serve as the on-site operational leader maintaining the highest standards of safety efficiency and client service.

DUTIES & RESPONSIBILITIES

OPERATIONS

• Communicate with Site Leadership team (Site Manager HR Finance Legal IT etc.)
• Preparation and distribution of Monthly / Quarterly / Annual Business Review (MBR / QBR / ABR) information to Purchasers satisfaction.
• Procure goods and services for Purchasers buildings utilizing Supplier sourcing teams.
• Hold regular meetings with Landlord ensuring that terms of lease are being provided to Purchaser- e.g. external maintenance central plant management.
• Evaluate space and planning updating of floor plans using tools.
• Responsibility for meeting KPIs and SLAs defined within the contract.
• Responsibility for 3 key Third Party relationships:
• the Third-Party vendor relationship for Business Services. Service provision includes Mail and courier operations Reprographics Confidential waste disposal Vending machine contracts Cafeteria.
• the Third-Party vendor relationship for Cleaning Waste & Recycling. Service provision includes Cleaning & Housekeeping operations Periodical cleaning Waste disposal and recycling services Various ancillary services under the scope of the contracts including for example laundry Pest control which may change from time to time.
• 3. Manage the Third-Party vendor relationship for Stationery & Office Supplies. Service provision includes Core and non-core stationery Non-standard requests for office equipment inclusive of ergonomic solutions ensure that the Third-Party vendor is managed in line with the IFM vendor management process and in accordance with contracts measurable KPIs and SLAs.
• Services are managed and delivered consistently across the portfolio of sites.
• New sites are seamlessly mobilized working closely with the Sourcing Manager
• Vendor is managed in line with the IFM vendor management process.
• Vendor is managed strictly in line with both IFM and Purchaser contract and associated agreed SLAs and KPIs
• Reporting flows through from the vendors to the IFM team in accordance with IFM and Purchaser requirements
• Budgets and all financial requirements flow through from the vendors to the IFM team in accordance with IFM and Purchaser requirements.
• Key relationships are built with Facility Managers and Office Service Coordinators across the IFM team to ensure delivery goals are met.
• Lead in ensuring the consistency and quality of all other mandated soft services offered within area. For example: Services/products offered in Pantry Reprographic Meeting rooms.

CONTRACT MANAGEMENT

• Create customize & submit all reporting formats governance model SOPs checklists trackers & registers to client rep. during transition & will put the same into practice immediately post approval.
• Provision of a management team of suitably qualified and experienced personnel on a 24 x 7 basis.
• Coordination with Landlord team for all types of work related to them.
• Establishment of Benchmarks for site performance as per industry standard
• Providing an escalation matrix of response times for various situations with varying levels of urgency e.g. 30 min 1 hr. 1 day etc.
• All aspects of facility management maintenance & general upkeep of the client office and its infrastructure is covered under the scope.
• FM Team to be available as per the contractually agreed deployment with no shortage & with due compliance with labor & other statutory laws.
• Ensure that all fresher staff deployed by them have undergone at least 2 weeks of relevant training before deployment.
• Ensure that Background checks & Police verification is carried out for each staff within 15 days after deployment at client site failing this client hold the right to remove resource from site without prior intimation appropriate replacement should be provided else applicable penalty will be applicable as deemed fit.
• Police Verification document or receipt of application should be provided to client before deployment.
• All Landlord Interface (In case of tenant location) & Third-Party Service provider Management
• The supplier should interface with the landlord / building owner on all matters relating to occupancy of the premises including tenants and landlord obligations. This includes but is not limited to the following.
• Matters on car parking; guard services; trash disposal; environmental compliance; and maintenance of common areas etc.
• Supervise the Landlords third-party contractors that are required to carry out building operations and maintenance within client occupied floors
• Request for additional power requirements and air-conditioning during after office hours.

REPORTING & REVIEWS

• Submission of monthly reports featuring cost and quality of service as per the SLA.
• Fortnightly Progress Meeting (as per governance mechanism agreed) to discuss cost progress and maintenance of quality standards.
• Monthly Performance Review Meeting to review overall performance. Attendance from Service provider will be as per governance mechanism.
• Complete & Timely Invoicing to be done without fail monthly.
• Service provider will carry out a quarterly review of all AMC ARC supplier service providers contracts and ensure that each contract meets stipulated terms conditions and performance matrix/service level. Any deviation service deficiency or non-performance will be highlighted to TIAA rep. immediately along with a detailed action plan. (This must be done under admin supervision & guidance)
• Client has right to ask for the employment record or personal details of any Service provider employee deployed at TIAA facilities. The records should be always up to date with FM. if not then should be produced ASAP. The record will contain necessary details such as resume address and identity proofs etc. The records should be always up to date and can be audited by Facility Lead/Internal/External auditors.
• Ensure that TIAA offices have all statutory permission such as Electricity Board pollution elevators water or and any other approval required to operate. Service provider will ensure that the expiry/ renewal of these licenses/approvals are monitored and renewal is done well before the expiry date.
• Service provider to suggest & implement best practices that are being followed across the industry & contribute extensively to upgrading the site standards.
• Ensure that Contractor follows client Safety and EHS norms while performing the contracted/additional services at client premises.
• Ensure the availability and deployment of safety signage and caution tape in stock and at the maintenance venue (Examples of some of the signage are work under progress under maintenance out of order inconvenience regretted).
• Documenting MOM for every meeting & ensuring closure of action points as per discussion.
• Submission of Timely Monthly Report inclusive of cost & Quality Data analysis - Report to have validated and accurate data at all times.

STATUTORY COMPLIANCE

• Ensure Compliance with all statutory Requirements. Validity & Availability of all Statutory Records & Compliance Documents

Supplier will be responsible to meet Compliance with all statutory requirements (related to this agreement) prescribed by both State and Central Government authorities from time to time. Supplier to always maintain records of Building / Labor statutory compliance through compliance team (for its own staff and sub contracted staff) the records are to be made good to team/Government authorities/compliance officials identifying the building service asset items date of compliance inspection along with the government and statutory fees applicable and the date fees were paid. If the compliance certification is in landlords responsibility or part thereof the supplier on behalf of must ensure the certification is completed to meet government requirements. If the landlord fails to meet their responsibilities the supplier should bring it to landlords immediate attention as well as client rep. the Service provider shall be responsible for any liabilities coming of being a defaulter in any government/Client compliance records.

BUSINESS CONTINUITY PLAN

• Develop a Disaster Recovery Plan and a Business Continuity Plan for all the services that the service provider provides.

EMERGENCY RESPONSE PLAN (ERP) & BCP MANAGEMENT

ERP PLAN & BCP Management

The supplier to identify and list all possible cases of incidents that require emergency response such as burst water pipe destruction by fire explosion power failure building structural failure etc. All plans processes and procedures to be updated regularly based on change in floor plans office layout relocation of furniture change of facilities etc. All facilities management ERP must support the Emergency Response Plans and to achieve this supplier must identify the list of essential equipments and facilities that business units require in their operations. Annual review of ERP to be conducted (BCP Arrangement in coordination with CLIENT)

ASSET MANAGEMENT

• Asset Coding and Numbering: Numbering and coding of all assets of facilities and tracking the same as per client respective location requirements. to ensure that all new assets are coded and update the same as per instructed by location admin.
• Need to provide necessary support to admin at client respective location for the asset transfer & asset disposable.
• The supplier shall provide assets management services for all building services and office equipments. The service would include but is not limited to the following:

Manage the inventory identifying each line equipment listed in the asset register and Asset listing at sites. Create an inventory & reconciliation report to be submitted at every three months intervals and database should record the make model age and location of the equipment as per DLP guidelines / process. Report Format would be defined by client Admin. To carry out regular condition analysis of all building services equipment. Supplier to notify as soon as possible if there is any abnormal deterioration of equipment which could shorten the equipment standard industry life span. Supplier to ensure records maintained as per process/DLP in case of changes in equipment status update asset listing in case of scrapping of material/equipments as per the process. Any asset movement need to be preapproved by client Admin.

Asset Management (Assets Delivery and recovery)

• Maintaining Asset Details (Mumbai Local/Outstation Asset details)
• Route segregation as per the requirement
• Assets distributed/collected in given timeline for both local and outstation.
• Once the Asset has been delivering the same data is updated in weekly asset distribution file.
• Agency to delivery / recover the assets as per the TAT and shared with client.
• Timely tracking the assets and ensure necessary follow-up with courier agency team.
• Sharing consolidated delivery/recovery assets report on a weekly basis.

MANAGAMENT OF CRITICAL EQUIPMENTS

• Management of all Critical Rooms and Extra Monitoring to avoid any business impact in server rooms/data centers at sites/locations always ensure 99.999% uptime maintain utilities as per the standard norms (OSHAS etc.)

SAFETY MANAGEMENT

• Records are to be maintained on all employees training including but not limited to hazard assessment and communications permits and licenses and accident investigations.
• Implement permit-to-work programs where such work is required to be carried out but not limited to hot work entry into confined space work on fire suppression systems and work on high voltage and live electrical equipments.
• MSDS display and training on regular basis.
• PPEs to be always available for FM staff team to ensure all international safety standards are adhered.

RISK MANAGEMENT

• The supplier must implement appropriate risk management plans in relation to all WHS risk management.
• Documents of Hazard and risks process to respond to and manage risk and requirement to regularly report compliance and results to report non compliances and to immediately report significant risk situations or aberrant conditions arising.
• The risk associated with health and safety hazards identified pursuant to above point are assessed included as part of suppliers procedures and effectively managed through the development and documentation of appropriate WHS risk management plans.
• Supplier to ensure its employees agents and sub-contractors are appropriated inducted trained and supervised in relation to the risk identified and assessed pursuant to this clause the procedures they need to follow to manage those risks and their WHS obligations under the contract.

INCIDENT REPORTING

• The supplier must immediately notify of any incidents that occur during the performance or non-performance services.
• SMS to be sent/Call to be made to important stakeholder notifying the impact and remediation timelines.
• Manage impact analysis and various reports to support the reporting including RCAs action planning and closure within Defined TAT
• Emergency call to be activated in case of business impact on top priority.

STAFF WELFARE

• Ensure all the staff members (in-house outsourced) are duly paid salary on time.
• All labor related statutes are compiled within timelines.
• Reward & recognition activity is conducted regularly.
• Required site related training not limited to code of conduct security safety POSH skill up gradation and best practices to be conducted regularly.

Reports & Documents Management

Transition Manual Attendance Register Email/MOM Escalation Matrix Statutory/Legal register. BCP: DRP & BCP Risk Assessment Register. Safety -Training Records Incident/accident register & MSDS register. Incident: Incident reporting Matrix & Incident /accident register. Risk Assessment - Risk Assessment Register & Incident/accident register MMR MOM Governance Mechanism Model QBR Employee Records Statutory/Legal register Audit report & Action Plan Tracker LOTO/Work Permit Register etc. Training Records Incident/accident register & MSDS register.

Location:

Scheduled Weekly Hours:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

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