Assistant General Manager - Property Management

HR/FM/JD/01

Position Title

AGM Property Management

Department:

Commercial Office Division

Business Unit:

Facilities Management

Location:

Grade / Level

Operational Reporting

Functional reporting

Detailed Responsibilities

Responsibilities

To hold Site leadership role and part of the core team of company, take strategic, contingency, and important decisions.

• The position has the responsibility to handle complete gamut of Property Facility Management for Commercial Office Spaces in the complex & committed towards the Office Clients’ all round satisfaction.
• Monitoring, designing & establishment of process for the Commercial Offices PM-FM Operations
• Will be responsible for service delivery to all the clients ensuring smooth running in the premises. Responsible for all Facility Management related activities such as upkeep and maintenance of buildings and infrastructure in co-ordination with outsourced teams.
• Synching with City / Complex / HO PML SME for any kind of guidance, troubleshooting & clarity on governance checks
• Regularly inspect Client spaces, public, mechanical, and ground areas to ensure property maintenance and cleanliness.
• Responsible for operation of all deliverables to the tenants/clients, including - M&E Services (Power, Water, AC, Lifts, FPS, STP), cleaning & hygiene mgmt, Waste Management, Pest control, Gardening, Physical Security, Traffic & parking management, Food Court Management, AMC management
• Shall be responsible for attending & addressing to all emergency breakdowns in his buildings, as per contingency plans.
• Will be responsible for all safety and security compliance in the building. Maintenance of Fire Fighting systems, DG Sets, HVAC, Pumps and electrical systems like cables & transformers. Ensuring uptime for all major equipment
• Provide technical assistance and advice on building operations systems including HVAC, electrical, energy management, plumbing, roofs, fire safety, environmental issues, security, and controls
• Keep track of completion of all helpdesk service requests from clients; all complaints to be closed with corrective actions to prevent recurrence of the client complaint.
• Responsible for the physical management of the property, including regular maintenance and emergency repairs. To include/engage contractors to get the job done.
• Shall be responsible for planning and getting implemented all preventive maintenance activities through outsourced team, with least disruption to business and client service.
• Shall be responsible for planning end of life replacement of equipment’s in consultation with Technical SME.
• Ensure to keep thorough records regarding the property. This should include all expenses per budgets; list of all inspections, maintenance requests, any complaints, records of repairs, costs of repairs, maintenance costs.
• Vendor Management and AMC negotiations. Responsible for the purchase and contracts.
• Liaison with local and Government bodies, authorities. To prepare, monitor & regular updates on checklist of regulatory compliance.
• Coach and develop the team at property level- directly and indirectly reporting at the property. Impart training to Core Roles in Facility & Work closely with other PML Teams & SME's for the same. Provide advice on health, safety and well being issues.
• Ensure Safety standards are maintained as per the organizational safety policy.
• Responsible for the enforcement of health and safety legislation. To impart to all employees the understanding that the violation of standard safe working practices is as serious as the violation of any other company rule and shall take corrective action when safety rules are ignored and set a good safety example himself.
• To make it possible for each employee under control to take part in the safety programme by personal contact and group discussions.
• To discuss on the results of accident investigation and suggestions for preventing recurrence. Assisting in the investigation of accidents.
• Provide a workplace that is free from serious safety and health hazards •
• Providing leadership in developing measures and practices that prevent accidents and ensure compliance with Safety standards. Monitor the workplace to ensure employees follow safety in work.
• Ensure that the workplace is monitored and is fully in compliance with all applicable Safety standards, rules and regulations in order to maintain safety in facilities.
• Ensure that Safety Standard Operating Procedures (SOPs) are maintained, and communicated to all concerned and all levels of employees. Participating in workplace safety and health planning meetings.
• Identifying hazardous situations that are associated with the accident.
• Ensuring implementation & monitoring of Quality Management Systems’ requirements into the organization’s processes. Take review of Quality and OHS Management system objectives and its progress
• Short falls in service identified by SMEs, documenting the same and highlighting to outsourced team manager with corrective actions to ensure non repeat of the short falls.
• To focus on using best business practice to improve efficiency, by reducing operating costs while increasing productivity.
• Planning for future development in line with strategic business objectives; managing and leading change to ensure minimum disruption to core activities.
• Shall lead the response to any emergency in co-ordination with the outsourced team as per the Emergency Response Plan, during normal duty hours.
• Shall ensure risk assessment is conducted of all activities in consultation with on ground staff and adequate control measures are planned and implemented on site.
• Getting internal audit done through the vendor audit team.
• Responsible for Annual Expense Budget Vs Actual analysis. Preparation of Annual CAM Budget and manage as per the approved. Efficient governance of assigned operational budget & keeping the expenses under tolerance
• Monthly review of the budget, ensuring MIS preparation and timely submission
• Supporting in CAM and Rent collection.
• Ensure service delivery by outsourced team as per SLAs. Making sure that SLA, MIS & MMR are scheduled as per defined frequency
• Assist Clients, prospective Clients, and the building owners in space planning and estimating costs while maintaining established building standards
• Create work practices and systems at complex level for high client satisfaction – conscious about Lease Agreements & Renewals.
• Demonstrate High Level of Client Engagement & Establish excellent working relationship with Clients
• Implementation of defined process, scheduling meeting, keeping a track of action points & closure of the same
• Handling Move in and Move Outs- responsible for inspecting the unit, checking for damages. Responsible for Asset verification, repairing damages if any.

Educational Qualification Requirements

Essential

(The Basic Qualification required for this position to perform effectively)

Qualification & Specialization (if any)

Basic qualification Degree or BE in - Electrical, Mechanical, Electronics, or any other relevant Engineering or Degree in Administration with essential experience. Persons with additional qualification in safety, fire, ISO certifications, finance.

BBA/MBA will be preferred.

Having PG or Masters qualification will be an advantage.

Good verbal and written communication skills with fluency in English, Hindi & local vernacular languages are MUST. He/She must be smart & have passion for Client Handling, interacting with multiple stakeholders and managing large teams.

Good Presentation skills.

Experience in budgeting.

Work Experience Requirements

Essential

(The Minimum and Maximum Experience required for this position to perform effectively)

Additional

(Any special work experience - in a particular position / department / industry - required for this position to perform effectively)

Experience (in years)

14 to 17 years of experience in Facilities / Property Management. Prefer to have 4-5 years’ experience with hospitality industry, with experience of handling, soft service, technical and security.

Preferably worked in :

Industries

Facilities / Property Management, hospitality industry, with experience of handling, soft service, technical and security. Experience of working in a campus operations and/or handling multi building/location operations will be an added advantage

Organizational Interfaces

Internal Interface

(Departments / Designations, this position needs to interface within the organization to accomplish its task effectively)

External Interface

(Public Departments / External Agencies, this position needs to interface outside the organization to accomplish its task effectively)

1.

Employees, Internal Auditor, HODs

1.

Client, different Govt. Depts., External Auditor, Certification Agencies, Vendor

Knowledge & Skills Required (Functional / Technical &Behavioural )

(Functional / technical / behavioral competencies which are required for this role to be effective)

Sl.No.

Functional / Technical Skills required for this position

Sl.No.

Behavioural Skills required for this position

1.

Client Management Skills, Preventive maintenance skills, Good Communication Skills, Manpower Handling Skills,Knowledge of Safety Standard & Compliance.

1.

Adaptability, Accountability, Initiative, Customer Focus, CommunicationLeading and Managing Change, Professional Entrepreneurs, Strategic ThinkingDeveloping Subordinates, Problem Solving, Driving Excellence