06/06 Richa Garg
Manager HR at Canara HSBC OBC Life Insurance

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Canara HSBC OBC Life Insurance - Project Manager - Administration (7-9 yrs)

Gurgaon/Gurugram Job Code: 706150

Principal Accountabilities :

Key activities and decision making areas :

1. Fit Out management and Major Renovation work across HO and all the Hubs

2. Responsible for all Property /real estate related work for Hubs

3. Responsible for safe keep of premises (Internal /external)

4. Providing Good working Environment for Office Premises at all the 31 Hubs including Customer Support and high standards for EHS

5. To ensure effective vendor management system

6. Execution of agreements related to Hubs including light hubs

7. Proactive follow up / evaluation of outsourced contracts/ service providers to pre-empt & improve service issue

8. Establish & responsible for all Security, health & safety related services & procedures.

9. Bring value addition to various services & process in terms of Cost, Quality and Customer service

10. Effective transport and travel management at Pan India Level

11. Liasoning with external agencies and other important bodies for any office related work.

12. Review / Benchmark the current premises and evaluate the new options for premises related to HO.

Typical Targets and Measures :

- Preparing business cases and NFA's for new office requirements.

- Regular market benchmarks for review on current property rentals. Floating tenders for fit out contractors, Architect selection etc. By preparing BOQ's and scope of work for fit out project. Coordinating and supervising overall completion of fit out project within agreed timelines.

- Timely tracking of the fit out project and highlighting / forecasting any potential delays.

- Generating reports for Senior management updates.

- Getting the Fit out work completed as per agreed BOQ. Arranging Mock ups for Selection.

- To search office properties on lease as per company requirement with local sales and ops team involvement. Meeting with IPC's and prospective landlords. Doing property technical evaluation and benchmarking.

- Ensuring of maintaining high standards related to security and the controls related to security.

- Monthly meeting with employees and ensuring controls are there related to employee health and safety related services.

- Meeting with Vendors on monthly basis and conducting vendor satisfaction survey.

- Ensuring timely sign off of all the agreements for Hubs including light hubs.

- Any deviation from the contract to be escalated and suggest appropriate action

- Timely execution of RFP, agreements renewal with vendors and ensure the proper strategy is followed to run these services.

- Adherence of Fire and safety procedures of different states

- Review all the processes and timely checks and audits for all the services.

- To ensure safe and hassle free transport and travel services are provided to the employees at Pan India level. Along with proper controls and checks in place.

- To ensure all the liasoining work is handled appropriately with all the agencies.

- To support the admin head and team in search of new premises for HO and help in reviewing the market related to benchmark/search of premises.

Customers / Stakeholders :

1. Inter and intra department work relationship with Internal Customer :

Feedback downloaded from the employees and meet the TAT for all the queries & concerns raised, timely resolution of request. Having close relationship with compliance and corporate secretarial team for office opening, closing and relocation compliance. Frequent meeting with Procurement and Finance team for timely rental payouts and invoice processing.

2. To have a healthy relation with Landlords & building service providers :

Regular meeting with landlords & building mgmt team for day to day work & ensuring clearance of payments as per the organizational commitment.

3. Service Providers/Vendors of different services :

- On time meetings /feedback wit vendors and review of services provided.

- Timely closer of payment and other issue related facility and landlord.

Leadership & Teamwork :

1. Performance Management

- Timely assign & review goals & targets to the team. Signed JDs & objectives to be documented for each team member. Performance review as per KRA

2. Team Management

- Train team to develop & maintain a strong relationship with the vendors & internal customers and team

- Timely assign & review goals & targets to the team. Signed JDs & objectives to be documented for each team member. Performance review as per KRA

3. Training :

- Ensure training needs participation for team and group training for O/S team.

- Attending minimum 2 online trainings & 2 workshop /seminar related to FM and joining the forum

4. Social welfare :

- Proper leave management of subordinates for timely core leaves, timely pay out of bonus & leave encashment for O/S staff through their employers

5. CSR :

- Active involvement in CSR activities and participation in various sports i.e cricket, football etc.

Operational Effectiveness & Control :

1. Budget Control

- The job holder will ensure all the Expenses done for Hubs should be within the approved AOP and CAPEX budget.

2. Vendor control

- Vendor control and execution of job as per the define TAT in agreement

3. Property search in best suited place

- He will liaison with local sales and ops team for finalization of Properties and their search as per requirement at best place within approved budget

4. Bring value addition to various services & process in terms of Cost, Quality and Customer service

- Benchmarking within industry and follow the best practices and timely review internally and at customer level.

Major Challenges :

- Cost control in Travel & Transport, keeping the quality and high standards.

- Coordination & smooth execution of project with contractors & sub contractors

- Ensuring customer satisfaction at external & internal level

- On time closure of agreements & RFP's for various services related to Hub admin.

- Improving the customer service and cater to all new requirements, additions or alterations within the allocated budget and Timelines. Quality of service to be of high class and cost to remain minimum.

- To review and evaluate any new office premises for current Hub sites.

Role Context :

- Control all the services related to administration as per the policy laid by company and related authorities related to various services.

Management & Leadership of Regulatory, Compliance & Operational Risk :

- Report any operational risk or operational risk loss to the line manager immediately (who is required to timely report to Operational Risk Coordinator) if the jobholder becomes aware of emerging or inadequately controlled operational risk or identify an operational risk loss in accordance with section B.1.2 of the Group Operations FIM.

- Controlling operational risk with proper check and guideline from HR on manpower deployment at Facility.

- Risk mitigation with proper check and control by periodic update on vendor verification from.

- BCP guidelines followed as per the company policy.

Observation of Internal Controls :

- Maintain and observe HSBC internal control standards, implement and observe Group Compliance Policy, including the timely implementation of recommendations made by internal/external auditors and external regulators.

- Foster a compliance culture and implement Group Compliance Policy by managing compliance risk in liaison with the Head of Group Compliance, Regional Compliance Officer, Area Compliance Officer or Local Compliance Officer, ensuring adequate compliance resources are in place and training is provided, and optimising relations with regulators

Women-friendly workplace:

Maternity and Paternity Benefits

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