Workplace Facilities Lead

Work Dynamics
Reporting to the Senior Director Operations - IFM, the Workplace Facilities Lead will play a critical role in supporting the day-to-day management of our extensive portfolio spanning over 300 retail branches and over 5 major offices across a few clusters in India. This position will take ownership of operational execution, escalation management, compliance, and reporting functions. Besides taking care of operational responsibilities, to also focus on certain strategic initiatives and program across the whole pan India portfolio.

Overall Key Strategic Responsibilities:
Strategic Leadership:

• Provide input to comprehensive IFM strategies aligned with organizational objectives for a geographically dispersed portfolio
• Manage a diverse range of facilities, from retail branches to large office campuses across India
• Lead and mentor a large, geographically distributed team of facilities management and technical professionals
• Oversee performance, financial management, staff planning and talent management, vendor strategies and overall responsible for performance to client
• Support in regional initiatives and program

Technology and Innovation:

• Actively look into the integration of generative AI and advanced technologies to manage a large, distributed facilities network efficiently
• Explore smart building solutions across major offices and adapt technologies for smaller retail branches to optimize energy usage, space utilization, and maintenance schedules
• Leverage data analytics to drive informed decision-making and predictive maintenance across the entire portfolio

Sustainability Initiatives:

• Develop and implement scalable sustainability strategies to reduce the environmental impact across all facilities
• Ensure compliance with local and international environmental regulations for diverse facility types

User Experience Enhancement:

• Collaborate with relevant departments to create consistent, high-quality workplace environments that foster productivity, wellbeing, and satisfaction across all facility types
• Implement and manage systems for gathering and acting on user feedback regarding facilities, tailored for both office and retail environments
• Ensure that workplace design and amenities align with evolving needs and expectations of diverse user groups

Key Responsibilities for clusters under direct ownership:
Operational Management & Execution

• Serve as the first point of escalation for operational issues across the diverse facility portfolio
• Implement and maintain standardized IFM processes across retail branches and office facilities
• Monitor daily operations and ensure service delivery meets established KPIs and client expectations
• Coordinate with site teams to address operational challenges and ensure business continuity

Compliance & Audit Management

• Lead preparation and response for all internal and external audits across the portfolio
• Ensure strict compliance with client's minimum audit standards and regulatory requirements
• Conduct regular compliance reviews and implement corrective actions
• Maintain comprehensive documentation for audit readiness
• Work closely with legal and compliance teams to stay current on regulatory changes

Energy & Sustainability Reporting

• Oversee energy consumption tracking and reporting across all facilities as part of regional tracking and reporting
• Work with team to identify energy efficiency opportunities and recommendations
• Support implementation of sustainability measures across the portfolio
• Monitor progress toward sustainability goals and report on achievements

Budget and Financial Management:

• Develop and manage the IFM budget for the portfolio in charge, balancing the needs of diverse facility types
• Identify and implement cost-saving measures without compromising service quality across the network
• Provide regular financial reports and analysis to senior management, including performance metrics for different facility categories

Data Analytics & Reporting

• Collect, organize, and analyze operational data from across the facility network
• Support insights on dashboards for presentation to clients
• Identify trends and patterns to inform predictive maintenance strategies
• Generate regular performance reports for various stakeholders
• Support data-driven decision-making through insightful analytics

Vendor Coordination

• Assist in managing day-to-day relationships with service providers across India
• Monitor vendor performance against SLAs and escalate issues as needed
• Conduct regular vendor performance reviews and provide feedback
• Support in vendor negotiations and contract management
• Ensure vendor compliance with operational and safety standards

Team Leadership & Development

• Directly manage operational supervisors and coordinators across different regions
• Provide mentorship and technical guidance to site-based teams
• Identify training needs and coordinate skill development initiatives
• Assist in talent assessment and succession planning
• Ensure teams are equipped to deliver consistent service across all locations

Qualifications
Education and Experience

• Bachelor's degree in Facilities Management, Engineering, Operations Management, or related field
• 8-10 years of experience in facilities management operations, with at least 3 years in a senior supervisory role
• Experience managing operations across multiple sites, preferably in retail and commercial office environments
• Demonstrated experience in compliance management, audits, and regulatory reporting
• Proven track record in energy management and sustainability reporting

Skills And Competencies

• Strong understanding of IFM operations, maintenance systems, and industry best practices
• Proficient in data analysis and performance reporting
• Experience with CAFM systems, BMS, and other facilities management technologies
• Knowledge of energy efficiency standards and sustainability practices
• Excellent problem-solving abilities with a solutions-oriented approach
• Strong prject management skills with ability to handle multiple priorities
• Excellent stakeholder management and communication skills
• Understanding of financial principles as they relate to facilities operations

Personal Attributes

• Detail-oriented with exceptional organizational abilities
• Proactive and responsible