Job Description

Admin & Facilities Manager

Work Dynamics

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And if you have ambitions in (Workplace), join us to be inspired by the best.

What this job involves:

Manager Admin & Facilities will be responsible for managing all aspects of the facility management service delivery system in Accenture, primarily Asset Management and Operations. In this capacity, the Manager Admin & Facilities is accountable for the achievement of the Management Plan and all key performance indicators including responsibility for managing the capital and expense budgets, short and long-term regional projects, operations and maintenance, interface with senior managers in client facility team and business units, coordination with other key managers within Accenture alliance partner organizations and customer satisfaction.

Main Job Duties and Responsibilities

Facility Operations

• To ensure Facility Maintenance and Upkeep on an ongoing activity
• To act as a single point of contact for the designated facility for all FM escalations.
• Ensure Upkeep Schedule and Execution as per the schedules
• Direction of daily/Weekly work at site to the staff
• Ensure Cafeteria Management related to hygiene and food safety
• Follow Building Inspection Plan as per the process
• Govern Daily Walk around and Snag Closures
• Manage Engineering Operations as per the defined SOW's and SOPs and to ensure 100% uptime of all equipment's present in the facility
• Ensure Environment, Health and Safety practices
• Managing Client/VVIP Visits and Walkthroughs
• Managing Govt. Official Visitors
• Delivering and adhering to the agreed KPI and SLAs
• Ensure Incidents are managed and communicated as per the escalation matrix
• To Ensure Builders Co-ordination on their deliverables
• To ensure Preventive and Breakdown Maintenance are adhered
• Attending to Adhoc Requirements and to assist operations manager and Accenture leads in all F&S related internal audits and business specific external audits
• Manage IC Requests within the TAT
• Ensure Asset Management - Bonded and Non-bonded
• Ensure Stores Management
• Co-ordination for Seat Planning
• Project Movement (Deals) - Co-ordination
• Supervision of Functional Areas - Reception, Helpdesk, Mailroom, Key room, BMS, Time Office, Cloak Room, Wellness, Gym, Recreation, IRC, Projector Management etc.
• Transport Operations - Co-ordination/Events - Co-ordination/Logistics - Co-ordination
• Govern Scrap and Waste Management
• Conduct R&R Programs
• Follow Business Continuity Management process
• Ensure BGC for Direct and TPV Staff
• Perform Daily/Weekly/Monthly checks
• Use of Technology Tools and Operations
• Co-ordinate - Expansions, Go Lives and Decommissioning
• Fact Finding of abnormalities
• Conduct Facility Risk Assessment and Mitigation
• Perform Facility Access Management.
• Mailer Communication for all major events/activities. Fire Drill, Shutdown, Food Festivals, Major Breakdowns
• Should have complete knowledge of functionality application tools.

Facility Reports

• Ensure Daily/Weekly/Monthly Reports are sent as per timelines

Service Partner - Vendor Management

• Ensure Vendor Partner Deliverables and Monthly Performance Review.
• Ensure Service Partner Induction and Termination as per process

Estate Management

• Ensure monthly meeting with the builder is conducted to discuss on the open issues/concerns in the SCOPE followed with closures
• Ensure building services are executed by the builder as agreed in the contract
• Ensure submission of rental/utility invoices on time by the builder and track for payment process

Compliance

• Ensure Building Statutory Compliance along with the CLRA is adhered.
• Ensure coordination on Cafeteria Compliance is adhered

Finance and Procurement

• Ensure Office Services, R&M, Capex and Special Budgets are managed effectively along with the accurate projections.
• Follow up for the Purchase Orders and timely completion of the work and Invoice submission.
• Ensure Governance Score and Work Completion within TAT
• Ensure Utilities - Projection to Invoicing are done with the timelines
• Ensure Petty Cash Management is done accurately
• Ensure Non-PO Approvals are managed effectively

Mock Drills

• Ensure all mandatory drills are conducted as per the calendar

Training & Development

• Ensure Direct Staff Training & Development
• Ensure TPV Staff On-boarding and Training
• Ensure Cafe Staff Training and other vendor partners
• Ensure completion of all trainings prior to the Fire Drills.

Connect Programs

• Ensure Focus Meetings/Bay Connects are conducted as per the calendar
• Ensure Workplace Connects are conducted as per the calendar
• Participate in Workplace Town Halls and provide quality inputs

Internal Review Programs

• Ensure Weekly Reviews - Zonal Call/Growth and Consolidation Calls
• Ensure Monthly Management Reviews are conducted as per schedule
• Participate in Ops Reviews and provide quality inputs for various high level periodic Business Reviews.

Internal & External Audits

• To ensure support to the management in ISO certifications by training and implementing ISO down the line.
• Ensure Audit Preparations, participation, and closure of the observations.

Management Responsibilities

• Provide leadership to the facilities management team
• Demonstrate leadership & responsiveness and creativity
• Understand the FM scope and in consultations with the City Manager or facility manager - develop specific processes & procedures to reduce cost & improve client satisfaction
• Accomplish at least 95% agreed Key Performance Indicators.
• Coordinate with City Manager / Operations Manager on the goal setting, performance reviews, and career development plan, HR related issues for facilities management team.
• Assist City Manager in developing & implementing the facilities management account plan for the facility
• Identify training needs for all subordinates and nominate the team members.
• Participate and motivate in process improvement initiatives.
• On time reporting of incidents in the facility and facilitate real time resolution of the issues/escalations in the facility.

Sound like you? To apply you need to have:

Education and Experience

• Qualification : Bachelor's Degree / master's degree (Preferred MBA)
• Industry Type : FM Services, Hotel, Projects, Construction
• Overall Experience : 6 - 8 years
• Industry Experience : 5 - 6 years
• Technical Skills : Building Services

Key Competencies

• Communication skills
• Planning and organizational skills
• Negotiation skills
• Problem analysis
• Decision-making
• Judgment
• Client service orientation
• Adaptability
• Teamwork
• Presentation skills
• Computer Knowledge
• Technical knowledge of building services
• Innovative approach at work
• Vendor/people management
• Teamwork, Learning attitude & Positive thinking
• Leadership

What you can expect from us

You'll join an entrepreneurial, inclusive culture. One where we succeed together - across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Keep your ambitions in sight and imagine where JLL can take you...

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