Senior Manager

Senior Manager Workplace services & Transport

Location: Pune

Reporting to: Lead- Corporate Real Estate & Facilities

Team Size: Direct 2-3, Indirect:10

Based in Pune, the Senior Manager Workplace services will be responsible for managing a team, engaged in the delivery of Facility management services at the AXA Global Business facilities located at Pune.

The Senior Manager Workplace services will be responsible for managing and delivering of Workplace services activities. This key role is responsible for strategizing the corporate/administration services and Transport operations function in Pune and leading a team who will manage the day to day services and projects relating to workplace and health & safety services In Pune.

Experience/Skills required:

The candidate should be a Graduate/ Hotel management Background, RICS qualified optional.

Have at least 10+ years of total experience and 5 years of relevant experience in BFSI /corporate/administration services environment.

Broad understanding of how to innovate in Workplace/ facility services to optimize employee satisfaction and enhance employee productivity at workplace.

High level of leadership capability and credibility with the ability to influence at all levels

Proven ability to work collaboratively and build strong relationships with Business leaders and support business needs

Financial acumen, you understand the effect on the P&L of numerous real estate options.

Must have the experience both at the corporate/regional level for setting high level strategic direction around services, policies, controls & compliance standards/procedures.

Experience in cost management techniques and formulation of innovative suggestions & solutions around cost management and business process efficiencies.

Must have the ability to proactively monitor and control various vendor relationship and external resources (Including contract negotiation and vendor management skills)

• Strong Project Management capabilities and ability to drive complex projects to completion.
• Proactive and customer-centric mindset
• Detail and results oriented approach.
• Ability to take the initiative and drive results.

Responsibilities include:

Operations Management

Ensure delivery of day to day business operations, as per the processes & SLA’s

Develop and implement financial plan for facility management operations in alignment with organizational goals and objectives.

Oversee the maintenance and upkeep of facilities including buildings, equipment, and utilities. Housekeeping security and catering services

Pro-actively anticipate operational challenges and mitigating risks through efficient planning to ensure business continuity.

Working closely with Business team on capacity planning to support business growth.

Audit & maintain cost efficiency in utilities by waste control mechanism and cost-effective procurement.

Good understanding of the local governance, law, and compliance requirements.

Continue, explore ways to value re-engineering and reduce wastage in all aspects of operations.

Create and manage budget for facility operations, ensure efficient allocation of resources and cost-effectiveness.

Strict adherence to the SLAs and SOPS.

Assets to be validated as per the Asset List & ensure completion of asset tagging of all assets as per the policy.

Reconciliation of assets as per the companies guidelines.

Thought knowledge about the Asset bonding and debonding.

• Present status updates including risks, issues, dependencies in appropriate forums and provide guidance to projects on mitigation.
• MEP/Security/Administration/Spend Management, Spend Analysis and Tracking, Budgeting for each cost center, effective staffing and resource management.
• Supporting audits and ensuring implantation & compliance to the same
• Supervising activities in organization while ensuring availability of resources: Building operations, Engineering and maintenance, Event management – internal and external and Welfare administration.

Stakeholder Engagement

Collaborate with internal stakeholders, including senior leadership, department heads, and employees, to understand their needs and priorities.

Foster positive relationships with external stakeholders such as landlords, regulatory agencies, and community organizations

Customer Engagement

Engage with internal customers to understand their specific needs, requirements and expectations rearding the services extended. Conduct regular surveys, interviews and regular discussions to gather feedback and insights to improve the satisfactory levels.

Continuous Improvements on ways to improve and innovate in service deliver, implementation of best practices,

Employee Engagement.

Feedback collection being one of the key to success, should be good at Implementing mechanisms to collect feedback from customers, suck as surveys, feedback forms, analyzing the feedback to understand customer sentiment, identify areas of improvement, and address concerns promptly

Vendor Management

Coordinate and manage relationships with external vendors, contractors, and services providers for facility-related services and projects.

Schedule regular Vendor reviews with key vendors to ensure alignment with the day-to-day operational requirements – ensure timely feedback & initiate corrective action to ensure vendors are held accountable to the SLA’s signed for delivery of services

Manage the contracts signed with the vendor and ensure that the deliverables are as per the commercials discussed.

Ensure vendors invest in Training & Development of their staff basis the calendar published.

Establish standards and guidelines for vendors and partners. Monitor performance to ensure the guidelines are followed without any deviation.

Ensure the team is identifying the training needs of the vendor and help in creating improvement plans.

Work closely with Business Continuity Management to conduct regular trainings & drills with regards to First Aid & Fire Safety, Evacuations, etc in co-ordination with the Site team and associated vendor partners. Ensure that all staff provided by the vendor is trained for all fire and safety regulations and other compliances.

Ensure 100% vendor compliances as per Standards & timely invoicing & bill processing as per process.

People Management

Create an environment of TRUST, RESPECT & TEAMWORK within the team

Help the team in creating Golas, Key Result Areas (KRAs) and Key Performance Indicators (KPIs) that are mostly objective & easily measurable – share regular feedback in one-on-one sessions & promote a culture of teamwork.

Technology and Innovation:

Evaluate and implement technology solutions to streamline facilities and administrative processes, enhance efficiency, and support organizational objectives.

Stay abreast of emerging trends and best practices in facilities management, administration, and workplace technology.

Continuous Improvement

Identify opportunities for process optimization, service enhancement, and organizational development within the facilities and administration functions.

Drive continuous improvement initiatives through data-driven analysis, performance metrics, and feedback mechanisms.

Transport Management

Overseeing the employee transportation needs, including parking facilities, shuttle services, and drawing process with a moto of enhancing employee satisfaction with no or minimal productivity compromise.

Fleet Management with details like scheduling, and compliance with regulations, which includes tracking vehicle usage, optimizing routes, and with no compromise on safety and reliability of the fleet.

Physical and E-security

Through knowledge on the local legislative requirements of Physical security norms and Access control, escorts security, surveillance systems, intrusion detection system, etc.,

Drafting and implementation of process and policy for physical security requirements and documents like gate pass system, incoming and outgoing of material and managing the same.

Food Safety standards

Knowledge with regards to the food safety standards as per the norms and huge database with regards to the local Food service vendors.

Drafting and impending the policy and process for the food safety and its associated standards.

Quality Management

Hands on experience of drafting and implementing Quality Management System within the function to ensure all deliverables are process driven & consistent across all facilities.