Facility Executive, Pune, Mahārāshtra, India

Job Title

Facility Executive

Job Description Summary

Job Description

Facilities Operation

Manage/Supervise and monitor the functions of HDFC Bund Garden, facilities including HVAC, Fire Safety, EHS, Power System, Soft Services, BMS , CCTV, FAPA System and any other activity as instructed by HDFC SPOC under purview of Contract.

Monitor the process of reporting and follow up of requests & complaints from HDFC staff stationed at the building to HDFC SPOC.

Ensure all Documentation, Site Compliance / checklists pertaining to Daily/Weekly /Monthly are maintained by staff.

Supervise in coordination with HDFC Infra team on closures of SNAGs on weekly basis.
Support Transition team in seamless HOTO of the Facility

To implement and monitor a process for liaison with suppliers regarding any damage, loss found, malfunction on office assets
Advise HDFC SPOC on additional purchase.
Maintain CSAT on monthly basis.
Manage and Supervise process of Technical and Soft Services is followed to ensure a safe , healthy & hygienic working environment.

Inspect Documentation on Request/Complaints log record. Ensure proper follow up and completion on rectification works/pending requests and report to customer as per SLA.

Stringent follow up of requests & complaints from HDFC staff stationed at the building to HDFC SPOC .

Monitor and Supervise site related Soft Services Documentation checklists pertaining to Daily/Weekly /Monthly are maintained by staff.

Coordinate with on site team/ vendor on closures of Soft Services SNAGs on weekly basis.

Advise Site FM on additional purchase required for enhancement of services at the site .
Supervise process of Housekeeping is followed to ensure a clean, health & hygienic working environment.

Conduct Training for vendor staff for enhancement of Soft Service experience at the site.
Conduct Monthly Risk Assessments of all Soft Service activities

Mange all relevant Report – Daily/Monthly/MMR/HBR are prepared and submitted to management.
Implementing best practices / innovation and sharing report on time
Check on pest control service effectiveness

Initiate Daily, Weekly and Monthly Meetings with HDFC SPOC and take follow ups on the Minutes of the Meetings till closures.
Delegate additional duties to the team as and when required by the HDFC SPOC
Maintain Decorum, Discipline and highest level of standards at the site.
Establish Suitable KPIs for the Team members and review every quarter for performance evaluation.
Ensure timely submission of Invoices, Returns and relevant Documents.
Assist the Cluster manager to meet client’s requirements.
Incident reporting on time

Systems & Procedures

Adapting C&W processes and systems to meet local requirements and agreeing with HDFC SPOC.
Implementing C&W processes and systems.
Training staff on processes and systems.

Health & Safety and Environmental

Conduct monthly Site Risk Assessments of the site as per SOW agreed between both the parties
Implement safe working systems.
Ensuring Accident Log is kept up to date
Reporting H&SE statistics and incidents in Monthly Report.
Ensure all Audits assigned for the site are completed as per Calendar.

Vendor Management

To make recommendations for approval. Manage Vendors registered with HDFC and submit report on the transactions with them to HDFC SPOC

Follow up on service level and report to the client.
To keep and revise the existing contracts with different vendors
To liaise with vendors on contract renewal
To compare, evaluate and recommend vendors
Monthly (or as required) Vendor Meetings to agree Monthly Supplier evaluation and plan for forthcoming month.

Purchasing

Implement and monitor the Procurement process for consumables and goods in agreement with HDFC Bank Ltd policy and procedure.
To monitor delivery from approved supplier and ensure they follow the SLAs.
Cost Analysis report to be submitted with optimization on pilferages.

Monthly Accounting

Implement and monitor the invoice processing system for all kinds of supplies/services managed by C&W in accordance with HDFC Bank Ltd policy and procedures.
To ensure that the FM team follow the process and invoices trackers are maintained .
To control expenses according to the approved budget and report any adhoc/non-predictable expenses item to management and HDFC SPOC

Inter-Departmental Liaison

Creating a forum for feedback from HDFC Employees stationed at HDFC Bund Garden and ensure that feedback is taken regular intervals and use it to improve the service delivery standards.

Engineering Management

Oversee Technical activity on availability of MEP Equipment at all times . Any abnormalities are to be reported to HDFC SPOC with suitable Plan of Action
Adherence of PPM schedules for technical services is on time and implemented as per C&W guidelines.
Review reports on engineering systems operation and maintenance.
Initiate training session on technical service with SME technical (C&W) periodically.

INCO: “Cushman & Wakefield”