Facility Incharge

JOB DESCRIPTION

Designation : Deputy Manager

Reporting : Facility Head

About us:

Matrimony.com Ltd is Indias largest Wedtech company and the first pure-play consumer internet business to get listed. Our flagship brand Bharat Matrimony is the largest and the Most Trusted Matrimony Brand (as per the Brand Trust Report 2014).

The company provides both matchmaking and marriage-related services through websites, mobile sites, and mobile apps and is also complemented by 130+ company-owned retail outlets. Its flagship matchmaking services are Bharat Matrimony, Elite Matrimony, and Community Matrimony.

With strong leadership in matchmaking, the company has been expanding into the highly unorganized $55 billion marriage services Industry with Wedding Bazaar and Mandap.com services. The goal is to build a billion-dollar revenue company and a long-lasting institution with a legacy for the generations to come.

Key Responsibilities :

• Site Operations Management-End to End Admin & Facilities management.
• Monitoring of Housekeeping activities daily, weekly and Monthly cleaning schedules and Hygiene of the facility.
• Help desk Management.
• Retail outlet management.
• Grooming & Uniform check of all HK staffs and security guards.
• SOP s to be followed and timely update to be done based on business requirement.
• Ensure on the availability of all Housekeeping consumables, stationeries at site with proper stocks. Facility should not run out of stocks.
• Interfacing with the pest control for carrying out the pest control activities at the facility along with the report.
• Mail Room Activities. Having a proper track on incoming & outward couriers. Registers to be maintained up to date.
• Preparing Daily, Weekly checklist, Presentations on time submission to respective leaders with data accuracy.
• Regular Interaction with housekeeping /Security vendor and check of their daily attendance. Also daily briefing should be conducted with the team.
• Ensure Proactive floor rounds and to list on snag points for completion. Actions to be tracked and updated to Admin head.
• Organize Rewards & Reorganization for Housekeeping and Security Teams. Probably on a quarter or every 6 months.
• Inspect on the registers maintained at site (Visitor register, Material Movement register).All the registers to be completed and up to date.
• Key Management with register updated.
• Ensure on quality of tea & coffee supply
• Monitoring the catering services at your respective site. Try and bring in value adds services for our employees by implementation of more ready to eat options.
• Monthly provisions to be submitted on time as agreed date.
• Coordinate with business teams on seat planning and management.
• Vendor Management
• Processing vendor Invoices on time. Follow-up with landlord on the submission of rental and maintenance invoices on time.
• Invoice tracker and Monthly spend for your respective facilities to be maintained.
• Ensure to follow standard operating procedures of emergency preparedness, Baggage frisking of vendor staffs, Visitor Management, Material Movement.
• CCTV Surveillance check Every day recordings needs to be checked.
• Ensure Planned Preventive Maintenance activities are undertaken in accordance with the schedule.
• Maintain equipment AMC and database for site (UPS, Fire alarm, HVAC, Lighting, and Fire Extinguisher s) with updated AMC tracker.
• Report to the manager in case of any critical happenings at site immediately.
• To have track on Daily EB reading & charges as you own responsibility for your respective sites.
• Surprise Visit at site to ensure on the security operations.
• Vendor payment follow-ups
• Collection of NDC ( No Due certificate) from the vendor preferably every quarter.
• Repair & Maintenance work at site to be identified & initiate for required appropriate approvals and completion.
• Quarterly check on UPS & Battery working condition, collect the service report from vendor
• Ensure AC is in working condition for server and Ups room and maintain room temperature (Degree 18 21)
• Collect BGV /Character certificate for any new HK staffs/Security guards and update records.
• Regular check on DG maintenance as per schedule and keep updated records.
• Maintain firstaid medicines in reception which is approved by a Physician.
• Maintain AMC tracker
• Capex works- Identify the refurbishment works for your site and put that across to management with justification for approval.
• Cost control measure- Identify the areas of opportunities in terms of cost reduction for your respective facilities.
• Regular interaction/connect with your respective business heads on their requirements/concerns.
• Follow up and closure of connect session action with the respective stakeholder s.
• Coordination with LL and renewal of Lease s on time.
• BCP Preparedness- There should not be any impact or disruption to the business. Every site in charge should ensure there is no business impact. They need to keep everything prepared in terms of business continuity.
• Situation when employees not able to move outside the facility due to bad weather/political/flood/storm condition we need to be prepared to manage food/shelter for the employees staying at office.
• Share the Cab booking for executives if any during their official travel request s to Travel Desk Chennai.
• Share the Hotel booking for executives if during their official travel to Travel Desk.
• Travel desk management booking of flight tickets & Hotels with corporate deal.
• ID Card and Business card management.
• All the registers to be maintained without any deviation.
• Asset movements have to properly tracker with necessary approvals.
• All Scraps to be initiated as per the process and accordingly necessary approvals to be taken. Without approvals no Scraps are allowed to move out of the facility.
• On time coordination with the LL to do the fire drill for your respective facility.
• EB and Utilities payments to be processed on time without any penalty.
• All statutory/Compliance renewals for your facility to be renewed on time without any lapses.
• Any letter or call/information from Government officials/customers to be brought to the respective department notice to avoid any delays or legal actions.
• All the facility request s needs to be routed thru ticketing system. We need to encourage our employees to create tickets for the work which they are requesting us.
• All the purchasing requests should be done with proper approval with PR/PO process. Without approval no works will be allowed.
• Asset Management- Each asset moving out from location or disposal needs to be updated correctly in the asset tracker.
• COVID cases needs to be reported immediately on the same. Sanitization and disinfection for the facility needs to completed weekly once. If any new cases found we need to get the sanitization done on the same day after the office hours.
• Support to be extended for the retain team in terms of site visit, coordination and any other activities.
• All the reports/ checklist presentations provided to leadership to be submitted on time.
• Seat management- Facility in charge s should know their seat capacity/available seats and have a proper inventory. This includes cabin management with updated tracker.
• Monthly connect sessions with the business leaders and action s to be captured and update to the team.
• Facility in charges should aware of their facility Lease details and responsible to initiate the renewals.
• Monthly MIS to be shared with the respective site business leaders.
• Indoor air quality and water testing to be done on the agreed timelines.
• Facilities in charges should ensure there is no downtime at Site and impact to productions. If any such incidents it has to be reported to Admin head immediately.
• Standardized communication to be maintained across PAN India.
• Negotiation skills
• Cost optimization & Brining in best practices from industry.
• Good interpersonal and communication skills.
• Coordination with LL and renewal of Lease s on time.
• Regular interaction/connect with your respective business heads on their requirements/concerns.
• Capex works- Identify the refurbishment works for your site and put that across to management with justification for approval.
• All Scraps to be initiated as per the process and accordingly necessary approvals to be taken. Without approvals no Scraps are allowed to move out of the facility.
• Maintain equipment AMC and database for site (UPS, CCTV, Fire alarm, HVAC, Lighting, and Fire Extinguisher s) with updated AMC tracker. All AMC s closed with purchase on time.
• Incident Report to management in case of any critical happenings at site immediately.
• Invoice tracker and Monthly spend tracker of facilities to be maintained.
• Monthly facility & travel expenses provisions to be submitted to finance on time as agreed date.
• Coordinate with vendor to reduce OPEX cost as per the Budget.
• Admin annual budget preparation for PAN India facilities.
• Monthly MIS to be shared with the respective facility business leaders.
• Critical equipment s (UPS/AC & DG) management.
• Need to drive employee wellness for the organization in coordination with Wellness partner and health committee and respective HR s.
• Need to drive Arogya world healthy wellness program .
• Need to drive ESG initiatives, track and update the progress to Admin head.

Education and Experience : Any Bachelors degree with 8+ years of experience in relevant field.

Job Location : Chennai