Facility Manager

One97 Communications Limited; Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

One97 Communications Limited is seeking a Facilities Manager to oversee day-to-day Facility Operations in Mumbai, Maharashtra. The role involves financial activities like budgeting and vendor management, while also ensuring compliance with health and safety regulations. With a focus on quality service delivery, the candidate should possess 10 to 12 years of relevant experience, strong communication skills in English and local languages, and a background in facilities management or hospitality.

Qualifications

• 10 to 12 years of experience in facilities, property management, or hospitality.
• Strong communication skills in English, Hindi, and local languages.
• Knowledge of local occupational health and safety regulations.

Responsibilities

• Manage day-to-day Facility Operations and activities.
• Oversee financial activities, including budgeting and vendor management.
• Ensure compliance with health and safety regulations.

Skills

Facilities management experience

Budget management

Stakeholder engagement

Vendor management

Communication skills

Job description

About Paytm Group: Paytm is India's leading mobile payments and financial services distribution company. Pioneer of the mobile QR payments revolution in India, Paytm builds technologies that help small businesses with payments and commerce. Paytm's mission is to serve half a billion Indians and bring them to the mainstream economy with the help of technology.

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 being the on-site key point of contact for key location stakeholders and will assume overall responsibility for Facility Management, Landlord management, and any infrastructure projects. Additionally, the role will be responsible for planning, tracking and execution of required works, activities, space and seating management. The candidate will also oversee and own the financial activities namely planning for budgets, tracking spending, billing, provisions, accounting, vendor and contract management, purchase of material, equipment and supplies. The role also involves overseeing the day‑to‑day operations of outsourced manpower involved in janitorial work, security and maintenance of equipment and assets.

Ideal Experience:

• 10 to 12 years of experience in facilities, property management or hospitality.
• Background and experience working in the 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 the property and its 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 has 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.
• 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, cooperation and performance excellence within the 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.
• Act as the 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 they are professionally delivered at the right costs.
• Ensure expiry of contracts are well‑monitored and re‑validations are initiated if needed.
• Continuously assess contracts to deliver best value.
• Calculate and compare costs for goods and services to maximise cost‑effectiveness.
• Coordinate and monitor activities of contract suppliers.
• Manage contractor and vendor relationships.
• Ensure vendors are delivering services on time and within budget.
• Review maintenance/service practices of FM vendors, M&E contractors to deliver quality work practices in line with manufacturer recommendations, established processes, tools and documentation.
• Plan and manage budgets for soft services and sustenance of premises under active influence.
• Ensure vendor procurement processes comply with agreed procurement guidelines and best practices.
• Verify payment and invoicing matches 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 management 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 programme.
• Supervise 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 cost.
• Check completed work by contractors and vendors.
• Plan and monitor appropriate facility management staffing levels.
• Ensure efficient utilisation of facility maintenance staff.
• Develop and implement innovation programmes and processes that reduce utility costs, increase productivity and savings and share learnings within the department.
• Continuously optimise processes, tools and documentation.
• Achieve key performance indicators and service level agreement targets.
• Ensure a property risk management programme including audits is implemented and maintained.
• Implement escalation procedures and incident reporting procedures.
• Assist in developing guidelines and strategies to ensure compliance with One97 business code of conduct.