Manager - FMS -

Job description

******JOB PURPOSE****** Lead the entire soft services and technical team across all the offices in Delhi 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 --> Manager – FMS (Office Management) ****Responsibilities**** ****KEY ACCOUNTABILITIES**** **Key Performance Indicators (KPIs)** **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. - Timeliness - Cost - Quality - Employee feedback - Compliance **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 the FMS Head in Standardizing FMS functions based on best industry practices. Eg. Changes in SOPs/ Revision of FMS Manual. - No. of new process, ideas, Kaizen, BLIP & CIP - Cost Saving **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. - Accuracy in forecasting expenses - % of variance between actual and budgeted expenses ****Responsibilities**** ****KEY ACCOUNTABILITIES - Additional Details**** **Key Performance Indicators (KPIs)** **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. - Vendor Dispute Resolution Time - Feedback ****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**** - Building Maintenance Management (Practitioner) - FMS Standards Acquaintance (Practitioner) - Risk Management (Practitioner) - Infrastructure Management (Practitioner) - Financial Planning and Budgeting (Practitioner) - Vendor and Contract Management (Practitioner) - Space Planning and Utilization (Practitioner) - Cost Optimization (Practitioner) - Social Awareness - Entrepreneurship - Personal Effectiveness - Problem Solving & Analytical Thinking - Planning & Decision Making - Capability Building - Strategic Orientation - Stakeholder Focus - Networking - Execution & Results - Teamwork & Interpersonal influence