Facility Manager

Paytm; Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

A leading digital services company in Mumbai is seeking a Facilities Manager to oversee facility operations, manage budgets, and engage with stakeholders. The ideal candidate should have a Bachelor’s degree and 10-12 years of experience in facilities or property management. Responsibilities include vendor management, financial oversight, and ensuring compliance with health and safety regulations. Excellent communication skills in English, Hindi, and local languages are essential. This position offers a dynamic work environment in Mumbai.

Qualifications

• 10 to 12 years of experience in facilities, property management or hospitality.
• Knowledge of local health and safety regulations.
• Strong budget management and financial analysis skills.

Responsibilities

• Manage day-to-day Facility Operations and activities.
• Oversee financial activities including budget planning.
• Engage stakeholders to meet onsite expectations.

Skills

Facilities Management

Vendor Management

Budget Management

Team Management

Contract Management

Education

Bachelor’s degree

Job description

About the role

The Facilities Manager will manage the day-to-day Facility Operations and activities for the assigned facility and all offices in assigned geography. The role involves to be the on-site key point of contact for key location stakeholders and will assume overall responsibility for Facility Management, Landlord management, any infrastructure projects.

Additionally will be responsible for Planning, tracking and execution of required works, activities, space and seating management etc The candidate will also be overseeing and own the financial activities namely plan for budgets, track spending, billing, provisions, accounting, vendor and contract management, purchase of material, equipment and supplies etc. The rolle also involves overseeing the Day to day operations of outsourced manpower involved in janitorial work, security and maintenance of equipment and assets.

Expectations/ Requirements

• Ideal Experience Bachelor’s degree with 10 to 12 years of experience in facilities, property management or hospitality.
• Has background and experience working in service industry / environment
• Knowledge of local occupational health and safety and regulatory requirements
• Knowledge of critical facilities
• Knowledge of vendor management for specialized services
• Excellent understanding of technical aspects of property as well as the utilities
• Proven capacity to understand and interpret commercial contracts
• Strong budget management and financial analysis skills

Other Personal Characteristics

• Strong communicator – Good presentation skills and possesses strong verbal &; written communication skills (English, Hindi,local language), and an active listener
• Passion for quality – has an eye for detail to ensure best delivery of services
• Self-motivated; confident, energetic and processes the ability to effectively deal with stressful situations
• Flexible – able to adapt to rapidly changing situations
• Strongly goal-oriented – able to focus on meeting all performance targets
• Is a team player – able to cooperate and work well with others to meet targets
• Proven ability to initiate and follow through with improvement initiatives
• Exhibits honesty & trustworthiness
• Open to new ideas & willing to challenge status quo

Major Responsibilities

People Management

• Develop and sustain a high-quality well motivated team
• Manage and coach team
• Ensure high staff morale, trust and work ethics
• Build and maintain an environment that supports teamwork, co-operation and performance excellence within team
• Mentor and enable Training &; Development of team members

Stakeholder Management

• Proactively engage stakeholders to ensure that on site expectations are met
• Build and develop effective stakeholder relationships across multiple levels of the organisation
• On-site key point of contact for Facilities / Admin in the assigned premises and geography

Contracts Management

• Plan and manage all contracts and leases to ensure that they are professionally delivered at the right costs
• Ensure expiry of contracts are well-monitored and re validations are initiated if needed
• Ensure contracts are continually assessed to deliver best value.
• Calculate and compare costs for goods and services to maximize cost-effectiveness
• Coordinate and monitor activities of contract suppliers
• Manage contractor and vendor relationships

Procurement & Vendor Management

• Ensure vendors are well-managed, delivering services on time and within budget
• Review the maintenance/service practices of Fm vendors, M&;E contractors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools and documentation
• Plan and manage budgets for soft services and sustenance of premises under active influence
• Ensure that vendor procurement processes comply with agreed procurement guidelines and best practices.

Financial Management

• Verify payment and invoicing match with contract pricing
• Monitor expenses and payments
• Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases for the location
• Develop and implement cost reduction initiatives
• Ensure financial processes are followed at all times

Health & Safety Management

• Ensure the provision of a safe working environment
• Advise on and monitor energy efficiency
• Oversee environmental health and safety
• Ensure compliance with statutory regulations on fire, health and safety standards

Operations Management

• Recommend continuous quality improvement practices and implement Industry Best Practice operations
• Implement building procedures and performance measures and ensure they are maintained at all times
• Ensure all Critical Environment Managements requirements are met
• Review existing operations regularly to reduce costs and improve operational standards
• Plan and take responsibility for office upkeep, smooth operations of all installations & works pertaining to the facility
• Develop and implement a facility management program
• Supervise the office upkeep activities & overall maintenance of facilities and equipment.
• Conduct and document regular facilities inspections
• Allocate and manage facility space for maximum efficiency
• Coordinate intra-office moves
• Oversee facility refurbishment and renovations
• Plan and manage facility central services such as reception, security, cleaning, catering, waste disposal and parking
• Implement best practice processes to increase efficiency, reduce the cost
• Check completed work by contractors and vendors
• Plan and monitor appropriate facility management staffing levels
• Ensure efficient utilization of facility maintenance staff
• Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings and share learnings with within department
• Continuous optimization of processes, tools and documentation
• Achieve Key Performance Indicators and Service Level Agreement targets

Risk Management

• Ensure a property risk management program including audits is implemented and maintained
• Ensure escalation procedures and incident reporting procedures are implemented and in place
• Assist in the development of guidelines and strategies to ensure compliance with One97 business code of conduct.