Senior Operations Manager - Experience

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

Job summary

A leading coworking space provider in Mumbai is seeking an experienced Facilities Manager to oversee operations and ensure service quality across various centres. This role involves significant coordination with stakeholders, vendor management, and the implementation of ISO processes. Candidates should possess at least 12 years of relevant experience and excellent communication skills. The manager will also train Facility Management teams, develop standard operating procedures, and ensure compliance with safety guidelines.

Qualifications

• 12 years or more of relevant experience.
• Excellent verbal and written communication skills.
• Proficient in MS Office applications.

Responsibilities

• Liaise with stakeholders for timely task delivery.
• Train Facility Management teams before new Centre openings.
• Prepare and review incident reports for sustainable solutions.

Skills

Excellent verbal and written communication skills

Computer proficiency (MS Office)

Ability to work under pressure

Independent working skills

Job description

Come join our high-energy environment of camaraderie, excitement and optimism that is going to shape the future of work.

Key responsibilities include:

• Liaising with all stakeholders to ensure timely delivery of tasks such as budget upload, new cost Centre creation, Valproc configuration, material code creation, vendor registration, OSNE items, PRs/SRs, project snagging, Project handover, FMS manpower planning and deployment. Coordinating launch events and ensuring adherence to the launch plan.
• Coordinate with vendors for timely FMS manpower deployment to ensure smooth operations.
• Train Facility Management teams before the opening of each new Centre to ensure that job roles and expectations are clearly defined.
• Seamless execution and ensuring the ongoing delivery of all key operational metrics across communities.
• Plan and Implement service quality parameters in line with brand standardisation to enhance community service delivery and experience.
• Coordinate and efficiently resolve all Centre-related issues by coordinating with the design and development team, project team, PMC, vendors, procurement, and finance team and concern team.
• Develop standard operating procedures (SOPs) and training modules to ensure that service levels are maintained at a high standard.
• Review monthly inventory reports for consumables and operating supplies. Propose to reorder quantities for the following month.
• Ensure that consumables / operating supplies cost is mitigated.
• Building relationships with landlords, and property management team as well as billing and legal point of contact.
• Securing Property Management contracts with Landlords / Developers.
• Preparation of reports such as provision & actual expenses, CCG inventory, FMS costs, HSSE, internal and, etc. promptly.
• Make a fortnightly inspection of the floor and all equipment to determine if housekeeping, M&E, security, and other services are adequate and whether repair work is needed, review safety and security equipment and procedure for adequacy.
• New technology, Innovation, suggest, and implement sustainable and energy conservation ideas for the betterment of facilities experience.
• Coordinate with OEM for service obligation as per AMC & In case of breakdown of the system.
• Ensure all safety guidelines/requirements are adhered to by team members/vendors.
• Implementation of ISO systems and processes and maintaining records for the respective Centre.
• Response to the Ticketing system as per TAT to avoid SLA violation.

Purchase, Inventory & Vendor Management:

• Onboard the vendor to raise the Purchase Request.
• Raised the Purpose request promptly before the PO expired or the quantity was exhausted.
• Coordination with the Procurement/Ops team for correct input and create purchase orders promptly.
• Liaise & coordinate with the Purchase team to ensure that the Purchase orders are released as per the SOP.
• Ensure no stock-out situation in the centers.
• Co-ordinate with vendors to get primary quotes.
• Ensure that the invoice will be submitted as per TAT.
• Fortnightly Check all inventory for the respective centre.

Recruitment:

• Projection of number and type of staff for each location.
• Supporting the Talent Team in identifying candidates for Facilities staff.

Facilities:

• Ensure that SLAs for outsourced vendor contracts are being adhered to.
• Prepare and review incident reports to implement sustainable solutions – that will ensure that the repetition of the incident is avoided.
• Review weekly and monthly expense reports to ensure that operational expenditure is optimized.
• Disseminate SOP / SLA / Process updates and ensure that all housekeeping, facilities, multi-skilled technicians, security, and community teams have imbibed/implemented these updates.
• Review attendance reports & training reports to ensure that service levels are not compromised due to lack of attendance or lack of training/information dissemination.
• Ensuring all the documents & approvals are in place as per the compliance requirements.
• Ensure the vendor has submitted the compliance documents on time.

Preferred qualifications

• Experience: 12 Years+
• Excellent verbal and written communication skills, including the ability to effectively communicate with internal and external customers.
• Excellent computer proficiency (MS Office – Word, Excel, and Outlook).
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.