Job Description

Job Title

Facility Executive

Facilities Operation

• Manage/Supervise and monitor the functions of HDFC Bund Garden, facilities including HVAC, Fire Safety, EHS, Power System, Soft Services, BMS , CCTV, FAPA System and any other activity as instructed by HDFC SPOC under purview of Contract.

• Monitor the process of reporting and follow up of requests & complaints from HDFC staff stationed at the building to HDFC SPOC.

• Ensure all Documentation, Site Compliance / checklists pertaining to Daily/Weekly /Monthly are maintained by staff.

• Supervise in coordination with HDFC Infra team on closures of SNAGs on weekly basis.
• Support Transition team in seamless HOTO of the Facility

• To implement and monitor a process for liaison with suppliers regarding any damage, loss found, malfunction on office assets
• Advise HDFC SPOC on additional purchase.
• Maintain CSAT on monthly basis.
• Manage and Supervise process of Technical and Soft Services is followed to ensure a safe , healthy & hygienic working environment.

• Inspect Documentation on Request/Complaints log record. Ensure proper follow up and completion on rectification works/pending requests and report to customer as per SLA.

• Stringent follow up of requests & complaints from HDFC staff stationed at the building to HDFC SPOC .

• Monitor and Supervise site related Soft Services Documentation checklists pertaining to Daily/Weekly /Monthly are maintained by staff.

• Coordinate with on site team/ vendor on closures of Soft Services SNAGs on weekly basis.

• Advise Site FM on additional purchase required for enhancement of services at the site .
• Supervise process of Housekeeping is followed to ensure a clean, health & hygienic working environment.

• Conduct Training for vendor staff for enhancement of Soft Service experience at the site.
• Conduct Monthly Risk Assessments of all Soft Service activities

• Mange all relevant Report – Daily/Monthly/MMR/HBR are prepared and submitted to management.
• Implementing best practices / innovation and sharing report on time
• Check on pest control service effectiveness

• Initiate Daily, Weekly and Monthly Meetings with HDFC SPOC and take follow ups on the Minutes of the Meetings till closures.
• Delegate additional duties to the team as and when required by the HDFC SPOC
• Maintain Decorum, Discipline and highest level of standards at the site.
• Establish Suitable KPIs for the Team members and review every quarter for performance evaluation.
• Ensure timely submission of Invoices, Returns and relevant Documents.
• Assist the Cluster manager to meet client’s requirements.
• Incident reporting on time

Systems & Procedures

• Adapting C&W processes and systems to meet local requirements and agreeing with HDFC SPOC.
• Implementing C&W processes and systems.
• Training staff on processes and systems.

Health & Safety and Environmental

• Conduct monthly Site Risk Assessments of the site as per SOW agreed between both the parties
• Implement safe working systems.
• Ensuring Accident Log is kept up to date
• Reporting H&SE statistics and incidents in Monthly Report.
• Ensure all Audits assigned for the site are completed as per Calendar.

Vendor Management

• To liaise with contractors, collect quotations and prepare quotation analysis.

• To make recommendations for approval. Manage Vendors registered with HDFC and submit report on the transactions with them to HDFC SPOC

• Follow up on service level and report to the client.
• To keep and revise the existing contracts with different vendors
• To liaise with vendors on contract renewal
• To compare, evaluate and recommend vendors
• Monthly (or as required) Vendor Meetings to agree Monthly Supplier evaluation and plan for forthcoming month.

Purchasing

• Implement and monitor the Procurement process for consumables and goods in agreement with HDFC Bank Ltd policy and procedure.
• To monitor delivery from approved supplier and ensure they follow the SLAs.
• Cost Analysis report to be submitted with optimization on pilferages.

Monthly Accounting

• Implement and monitor the invoice processing system for all kinds of supplies/services managed by C&W in accordance with HDFC Bank Ltd policy and procedures.
• To ensure that the FM team follow the process and invoices trackers are maintained .
• To control expenses according to the approved budget and report any adhoc/non-predictable expenses item to management and HDFC SPOC

Inter-Departmental Liaison

• Creating a forum for feedback from HDFC Employees stationed at HDFC Bund Garden and ensure that feedback is taken regular intervals and use it to improve the service delivery standards.

Engineering Management

• Oversee Technical activity on availability of MEP Equipment at all times . Any abnormalities are to be reported to HDFC SPOC with suitable Plan of Action
• Adherence of PPM schedules for technical services is on time and implemented as per C&W guidelines.
• Review reports on engineering systems operation and maintenance.
• Initiate training session on technical service with SME technical (C&W) periodically.

INCO: “Cushman & Wakefield”