Paytm - Manager - Administration/Facility Management

ROLE AND RESPONSIBILITIES

OVERALL ROLE

The Facilities / Admin Manager / Sr. Manager Admin / Sr. Manager Facilities will (lead a team to) manage the day-to-day Facility Operations and activities for the assigned property/facility, and be the on-site key point of contact for key location stakeholders. The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

MAJOR RESPONSIBILITIES

- Operations Management

- Recommend continuous quality improvement practices and implement Industry Best Practice operations

- Implement building procedures and performance measures and ensure they are maintained at all times

- Ensure all Critical Environment Managements requirements are met

- Review existing operations regularly to reduce costs and improve operational standards

- Plan and take responsibility for smooth operations of all Mechanical, Electrical, Plumbing installations and Civil works pertaining to the facility

- 24/7 emergency call support and site attendance is required

- Develop and implement a facility management program including preventative maintenance and life-cycle requirements

- Supervise maintenance and repair of facilities and equipment. Timely maintenance of Generator, UPS, Elevator, Air conditioners and other equipment

- Conduct and document regular facilities inspections

- Ensure compliance with health and safety standards and industry codes

- Allocate and manage facility space for maximum efficiency

- Coordinate intra-office moves

- Oversee facility refurbishment and renovations

- Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal and parking

- Implement best practice processes to increase efficiency, reduce the cost

- Manage and review service contracts to ensure facility management needs are being met

- Ensure delivery schedules, quantity and quality criteria are met

- Check completed work by contractors and vendors

- Plan and monitor appropriate facility management staffing levels

- Ensure efficient utilization of facility maintenance staff

- Performance manage, develop and train staff which are mainly the Security and Housekeeping staff

- Assure security of the facility

- Manage M&E and civil scope of the projects to ensure the quality and deliverables within the stipulated time

- Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings and share learnings with within department

- Continuous optimization of processes, tools and documentation

- Achieve Key Performance Indicators and Service Level Agreement targets

- People Management

- Develop and sustain a high-quality well motivated team

- Manage and coach team

- Ensure high staff morale, trust and work ethics

- Build and maintain an environment that supports teamwork, co-operation and performance excellence within team

- Mentor and enable Training & Development of team members

- Stakeholder Management

- Proactively engage stakeholders to ensure that on site expectations are met

- Build and develop effective stakeholder relationships across multiple levels of the organisation

- On-site key point of contact for Facilities / Admin in the Paytm / One97 premises

- Contracts Management

- Plan and manage all contracts to ensure that they are professionally delivered at the right costs

- Ensure expiry of contracts are well-monitored and re validations are initiated if needed

- Ensure contracts are continually assessed to deliver best value.

- Obtain quotes and tenders from vendors and suppliers

- Calculate and compare costs for goods and services to maximize cost-effectiveness

- Negotiate contracts to optimize delivery and cost saving

- Coordinate and monitor activities of contract suppliers

- Manage contractor and vendor relationships

- Procurement & Vendor Management

- Ensure vendors are well-managed, delivering services on time and within budget

- Ensure that vendor procurement processes comply with agreed procurement guidelines as well as One97 / Paytm best practices

- Finance Management

- Verify payment and invoicing match contract pricing

- Prepare and track facility budget

- Monitor expenses and payments

- Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases for the location

- Develop and implement cost reduction initiatives

- Actively work to ensure that the site's financial operations are meeting or exceeding targets and control requirements including One97 / Paytm best practices.

- Ensure financial processes are followed at all times

- Health & Safety Management

- Ensure the provision of a safe working environment

- Advise on and monitor energy efficiency

- Oversee environmental health and safety

- Respond to facility and equipment alarms and system failures

- Ensure compliance with statutory regulations on fire, health and safety standards

- Risk Management

- Ensure a property risk management program including audits is implemented and maintained

- Ensure disaster recovering and business continuity plans are implemented and maintained

- Ensure escalation procedures and incident reporting procedures are implemented and in place

- Assist in the development of guidelines and strategies to ensure compliance with One97 business code of conduct

- Achieve Key Performance Indicators and Service Level Agreement targets

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience

- Min. Bachelor's degree &/or 8 to 12 years- experience in facilities, property management,

- Has background and experience working in service industry / environment

- Knowledge of local occupational health and safety requirements

- Knowledge of critical facilities

- Knowledge of vendor management for specialized services

- Excellent understanding of technical aspects of property and its utilities (Data center, generators, Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, UPS, BMS system)

- Proven capacity to understand and interpret commercial contracts

- Strong budget management and financial analysis skills

Critical Competencies

- Customer Focus & Relationship Management

- Demonstrates proactive & professional approach to customer service and stakeholder engagement

- Ability to interact with a wide range of staff, including senior levels

- Ability to manage conflict and balance between various stake holders

- Has a customer service oriented attitude

- Team Leadership

- Ability to lead team effectively, train them well and promote open, constructive and collaborative relationships at all levels

- Project Management & Organizational Skills

- Excellent planning & organizational skills to prioritize work and meet tight deadlines

- Proven ability to manage multiple and complex operational matters on a daily basis

- Problem Solving & Strategic Thinking

- Capacity to deal with ambiguity and solve complex problems effectively

- Analytical, proven ability to solve problems using a quantitative approach

- Proven ability to employ holistic approaches and looks at long term solutions

Other Personal Characteristics

- Strong communicator - Good presentation skills and possesses strong verbal & written communication skills (English, Hindi & local language), also an active listener

- Passion for quality - has an eye for detail to make sure the best delivery of services

- Self-motivated; confident & energetic

- Ability to effectively deal with stressful situations

- Flexible - able to adapt to rapidly changing situations

- Strongly goal-oriented - able to focus on meeting all performance targets

- Is a team player - able to cooperate and work well with others to meet targets

- Proven ability to initiate and follow through with improvement initiatives

- Exhibits honesty & trustworthiness

- Open to new ideas & willing to challenge status quo

REPORTING TO: General Manager Admin

Salary offered: 9 - 12 LPA