Assistant Manager - Workplace Support Services

Objective & Purpose of the role

• Handle facilities management activities for multiple location in Hyderabad city and act as a single point of contact for the region
• Assist the DGM / Sr. Manager Corporate Services to oversee all building-related activities. You will be responsible for preserving the good condition of infrastructure and ensure that facilities are safe and well-functioning.
• To ensure reduction of business risk using value-based security management principles, risk-based approach, risk management principles for the region.
• You will be responsible for preserving the good condition of infrastructure and ensure that facilities are safe and well-functioning.
• To coordinate with landlord / vendors and schedule repair work when need arises & proactive in checking and assist with checking installation and servicing building equipment
• To ensures security and emergency preparedness procedures are implemented properly.
• To handles general accounting tasks, such as accounts payable, petty cash, and budgeting.
• To manages and reviews service contracts. Checks completed work by vendors and contractors.
• To conducts and documents regular facilities inspections. Recommends & carryout maintenance, mechanical, electrical, and facility design modifications.
• To communicates workplace safety precautions to employees. Forecasts, allocates, and supervises the financial and physical resources of the facility management.
• To act as a SPOC for CSR related activities for Hyderabad city, coordinate with CSR team and conduct activities from time to time
• To oversees and supervises the quality of work for other employees to ensure that all tasks are performed correctly, efficiently, and effectively.
• To support & familiarize new joiners on TCL safety policies, give general induction about the organization

Scope & Dimension

Responsible for maintenance of facilities operations (Housekeeping, Repair and maintenance, pantry support, office Security, office safety, employee support, CSR, travel support, lodging support, real-estate for multiple location in Hyderabad

Responsible for Facilities Operations -Hyderabad region

• Training and skill development
• Facility upkeep - Housekeeping, pantry support, safety & Security
• Employee support - Water, Pantry, stationary, Courier, business cards, events, travel etc.,
• Projects - Capex & Opex
• Billing & Invoicing, Procurement to pay for Hyderabad invoices
• Safety, Compliance & Governance
• Handling Internal & External Audits
• Legal Compliance of vendors
• CSR events - liaison with NGO's and conduct events
• Cross functional support - support P&E, FIM, IT & HR team

Key Activities and Accountability

General Administration:

• Facility upkeep - Housekeeping, Cafeteria, Physical Security
• Office Maintenance - Preventive Maintenance
• BMS - knowledge on CCTV, Access Control, Fire Alarm, Hydrant, Alarms
• Employee support - Water, Pantry, stationary, Courier, business cards, events, travel etc.,
• Projects - Capex & Opex
• Billing & Invoicing, Procurement to pay for south & international invoices
• Safety, Compliance & Governance
• Handling Internal & External Audits
• Legal Compliance
• Guest House management
• Ensuring optimum and effective utilization of funds in providing congenial work environment and basic amenities in the work premises.
• Handling hospitality related arrangements like Client visits, Employee Engagements, Awards ceremony, large conferences at Hyderabad.

Key Activities

General Administration :

• Liaoning with various statutory authorities like customs, Local Police, Telephone Department, Transport Department etc. for obtaining approvals/ clearances.
• Ensuring procurement & maintenance of stationary & office consumables

Facility Management:

• Overseeing contracts and providers for services including security, parking, cleaning, catering, technology and so on
• Supervising multi-disciplinary teams of staff including cleaning, maintenance and security (as applicable)
• Ensuring that basic facilities, such as water and heating, are well-maintained
• Managing budgets and ensuring cost-effectiveness
• Allocating and managing space between buildings
• Ensuring that facilities meet government regulations and environmental, health and security standards
• Advising businesses on increasing energy efficiency and cost-effectiveness
• Overseeing building projects, renovations or refurbishments
• Helping businesses to relocate to new offices and to make decisions about leasing
• Drafting reports and making written recommendations.

Key Activities & Accountabilities

Health & safety (H&S) / Audit:

• Prepare H&S risk assessments
• Develop and maintain Business continuity plan to manage risks
• Ensure legal compliance as per local law of land
• Develop, implement, manage and evaluate systems and processes for reporting incidents and injuries
• Maintain mandatory documents as per ISO standards
• Get trained and train employees on mandatory safety standards

Man Management

• Directing, leading and motivating workforce imparting continuous on job training for accomplishing greater operational effectiveness/ efficiency.
• Working on succession planning of the workforce, shift management activities, appraising the member's performance & providing feedback.
• Resolving interpersonal issues & working towards a harmonious work environment

Employee Support & Others

• Ensure cleanliness of office
• Compile and send emails, memos, letters and faxes
• Help to prepare company reports on a weekly, or monthly basis
• Scanning paper documents such as contracts into a company database
• Craft an effective filing system for maintaining easy access to files
• Keep employees up to date with company policies and procedures wrt to health and safety & corporate services
• Place stationary orders for the office, and find new cost-effective suppliers
• Maintain an updated office contact list
• Make travel arrangements / Accommodation arrangements
• Support new joiners in conducting induction /
• Coordinate with CIDC team to print new ID card for new joiners
• Generate and submit company expense reports
• Provide assistant and support to visiting staff
• Act as the contact for external clients
• Liaise with other office Managers from other offices and companies

Periodical Operational

MIS & Periodical Operation Reports

• Maintaining daily activity log
• Weekly/fortnightly/monthly MIS report generations on operations
• Preparation of PPM (Preventive Maintenance Schedules)
• Making an action plan based on service reports of PPM
• Maintaining records and warranty of equipment.
• Supporting facility for preparing monthly expenses report

NDC:

• Arranging transportation / courier service to pick-up employees' assets from residence
• Follow-up for asset collection during employee's separation and clear NDC
• Maintain track record of assets and ID card issued

Legal Compliance:

• Maintenance of records and various licenses required for running office premises like fire etc.,
• Follow up for various license related with facilities.
• Governance of technical services vendors, controlling electrical staff deployed at TCL site by the vendor

Additional Operations

Internal & External Audits

• Lead for internal and external business certification as an auditee audits viz. ISMS/BCMS/OHSAS/EMS etc.

Real Estate

• Leasing in of New premises
• Renewal of Existing office space
• Liaison with IPC's
• Scouting new office, due-diligence, legal clearance, approvals
• Insurance, adherence to Local law of land
• Fitting out office premises, obtaining statutory approvals
• Obtaining various Municipal Licenses
• Termination of leases, vacation, surrender
• Payments of rentals and other charges

Additional Responsibilities

Cross Functional support: Supporting employee engagement activities like birthday celebrations, fund events. Organizing large meetings, townhall events, customer visit

Business Enablement: Consultant for expanding company to new region. Providing cost inputs wrt to facility creation for all RFP's Submitted

Infra Development:

• Scouting of new office space
• Carrying out due-diligence of facility - legal / feasibility study
• Supporting to create lease agreement draft and Liaoning with legal / finance / insurance / tax team to clear the draft
• Creation of office test fit layout & getting approvals from internal team
• Capacity planning - pantry, workspace, cafe etc.,
• Customization of already fitted out office space
• Support Manpower planning and various contract / ARC's execution

Preferred Education & Qualification

Essential Educational and Age : Graduate from a recognized university with preferably under 35 yrs of age.

Preferred Experience: Overall experience of 5 + years in Corporate Services domain with hands on experience in handling multiple location

Preferred Knowledge:

• Excellent verbal and written communication skills
• Excellent organizational and leadership skills
• Good analytical/critical thinking
• Proven experience as facilities manager or relevant position
• Well-versed in technical/engineering operations and facilities management best practices
• In depth knowledge of organising, evaluating, and managing security equipment, CCTV, Access Control Alarm systems, Monitoring of alarms and remote use of CCTV systems.
• Good working knowledge of some security framework. Security training/ certifications from a recognized/reputed organization. Knowledge and certification in ISO 27001, ISO 22301, OHSAS-18001, ISO 45001 will be an added advantage.
• Knowledge of emergency response management, working with all levels of staff and organizing training programs.
• Working knowledge in managing safety of the site including facing safety audits

Functional Competencies

• Closing skills
• Strong project management skills
• Customer service orientation
• Communication skills
• Technical engineering skills
• Decision making
• Problem solving
• IT skills
• Leadership
• Professionalism
• Strategic Awareness.
• Resourcefulness.
• Assertiveness.
• Planning & organising.
• Relationship management, to interact with peers, subordinates, and those with higher authority within and outside the organisation to achieve the desired results.
• Communication ability at a senior level (internal & external)

Behavioral Competencies

• Impeccable integrity.
• Leadership & teamwork.
• Customer focused.
• Process orientation.
• Resourcefully Innovates (manages costs).
• Motivates & manages people.
• Deliver Results.

Objective & Purpose of the role * Handle facilities management activities for multiple location in Hyderabad city and act as a single point of contact for the region * Assist the DGM / Sr. Manager Corporate Services to oversee all building-rela

Experience: 0.00-50.00 Years