Assistant Manager - Workplace Support Services

Assistant Manager - Workplace Support Services

Tata Group | Hyderabad, TG, IN

Posted 15 days ago

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Description



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