Senior Site Manager

We are seeking a skilled Property Manager to oversee the entire property management process, ensuring smooth operations at the site.

• Key Responsibilities:

- Submit site MBR data to Operations Manager by the first day of each month.
- Submit site safety cross data to Operations Manager, Fire & Safety SME, and EHS SME by the first day of each month.
- Follow up with service partners for E-Invoices and approve them on or before the fourth day of each month.
- Submit site attendance and cost sheet to client for approval by the fifth day of each month.
- Upload approved cost sheet on Overview portal by the seventh day of each month, informing finance and operations teams via email.
- Submit site MMR by the ninth day of each month.
- Submit KADence data on Overview portal by the tenth day of each month without fail.
- Submit CIEL staff attendance to CIEL HR by the fifteenth day of each month.
- Follow up with CIEL HR for their invoice and approve it on or before the twentieth day of each month.
- Follow up with finance team for JLL invoices and submit them to client on or before the twenty-second day of each month.
- Conduct JLL performance evaluations with client and vendor partners by the fifteenth day of each month.
- Maintain invoice tracker and follow up with client for outstanding payments, ensuring receipt within 45 days after submitting JLL invoice.
- Conduct a MMR review with client in presence of Operations Manager.
- Conduct Quarterly Business Reviews (QBR) and Annual Business Reviews (ABR) with client in presence of JLL Operations Manager and City Lead.
- Staff Management:
- Raise requisitions on Workday for any resignations from JLL/CIEL site staff.
- Ensure that you and your subordinates mark attendance on Overview portal daily and approve site staff attendance by the fifteenth day of each month to ensure smooth salary processing.
- Initiate contract renewal process two months before site contract expires, including taking approval for revised salary structure of JLL staff and sending it to Operations Manager for further processing.
- Align candidates for client interview process upon receiving resignation from any site staff, ensuring a smooth handover and takeover process.
- Operational Duties:
- Conduct daily site rounds and share observations with client and JLL operations team, including an action plan.
- Ensure each Subject Matter Expert (SME) visits your site twice a year and submit audit closures within 15 days of completion. Review audit report with client in presence of respective SME.
- Be transparent with Operations Manager regarding any site information and send daily reports via email/WhatsApp/phone.
- Timely upload all vendor or AMC contract agreements in Overview compliance module.
- Report any site incidents immediately to Operations Manager and JLL WhatsApp incident group. Upload incident report with Root Cause Analysis (RCA) on CMO portal within 24 hours.
- Handle resident service requests or complaints politely and diplomatically, taking feedback from residents or clients on every complaint.
- Maintain site master tracker and send it to Operations Manager every month on or before the tenth day of each month.
- Mark your and your subordinates leaves on Workday portal and email client and Operations Manager for approval.
- Ensure no manipulation of site documentation or information and adhere to ethical standards; violations related to money, POSH, or use of alcohol, tobacco, or drugs at site will result in immediate termination.
- Communication and Training:
- Reply to every email within 24 hours.
- Conduct subject matter training with respective site HOD & site staff and upload training data on Overview portal.
- Ensure service partners conduct training for ground staff twice a month, collecting training attendance sheets and evaluations, and uploading data on Overview portal.
- Identify site loopholes and discuss action plans and solutions with clients.
- Create a vendor pool through PAM activity groups, JLL vendor database, and personal connections, ensuring submission of three proposals with vendor details to client. Ensure vendors are registered with JLL or have written feedback from any site lead or Operations Manager.
- Technology and Reporting:
- Prepare a 52-week Planned Preventive Maintenance (PPM) planner and implement it at your site.
- Implement JLL technology platforms such as Overview, Evolution, KADence, Compliance Portal, and CMO at your site, completing all tasks before escalation from JLL RO.
- Send DMR and fill in PPM data on Evolution as per schedule. Three escalations related to DMR & Evolution will result in a warning letter from Operations Manager.
- Emergency and Safety Procedures:
- Conduct fire mock drills at site twice a year, ensuring fire tanks are full and fire & safety equipment is in good condition.
- Form an Emergency Response Team (ERT) and display daily updates of ERT team at site.
- Conduct handover and takeover processes from developers project team or any previous agency as per JLL HOTO checklist, informing JLL RO team and client of any deviations.
- Implement all JLL manuals, SOPs, and safety plans at your site, and communicate the same with client.
- Community and Client Engagement:
- Prepare an event calendar of festivals, ESG, and CSR activities for society engagement.
- Implement one best practice at your respective sites every month.
- Provide a revenue generation plan to client and implement it at site.
- Create Minutes of Meeting (MOM) for every meeting and provide updates on weekly basis.
- Follow the to-do list or PM tracker which includes clients concerns.
- Work closely with your site team and Operations Manager without losing your temper, avoiding harsh and abusive language with colleagues, seniors, and clients.
- Broadcast information before any event or activity to client and send a newsletter after event or activity.
- Ensuring manpower at site is enabled to face challenges by guiding, grooming, developing and supporting them as and when required.
- Formulating suitable budgeting controls and Monitoring SLAs & KPIs for JLL and outsourced agencies towards effective service deliverance.
- Maintaining service level agreements and keeping performance indicator scores above excellence.
- Ensuring timely renewal of agreement, submission of invoices and follow-ups for payments.
- Overseeing all vendor quotations and invoices.
- Ensure proper signoffs for attendance and all required details for cost sheet submission.
- Ensuring timely submission of client approved cost sheet to JLL office and following up for invoice.
- Ensuring Accuracy of billing information.
- Manpower planning for site (playing a major role in their hiring process etc.).
- Conducting daily site rounds to ensure proper maintenance of all structures/building facilities and services are carried out.
- Ensure proper teamwork for all the facilities.
- Assisting client SPOC in creating the annual budget for site operations and formulating strategies for effective management.
- Reviewing and ensuring data (hard and soft copy)/e-mails/client files are updated.
- Dealing with occupants queries in verbal/written form.
- Ensuring robust complaint management process is in place and is followed meticulously
- Communicating and circulating information to occupants authorities on operational complications.
- Ensuring health and life safety regulations/manuals are adhered on site
- All risk assessment recommendations are implemented and enforced for compliances.
- Creating business continuity plans.
- Resolving emergency maintenance matters with urgency.
- Maintaining exemplary relationship management with projects, consultants, contractors, govt. agencies for ease and smooth operations and maintenance of the property.
- Creating and submitting the daily management report (DMR) and the monthly management reports (MMR).
- Coordinate and maintain the as-built drawing and transition document library.
- Work closely with regional RO/HO/SME/Training teams and ensure closures of all required reports.
- Facilitate the services under the slogan No Safety No Work.