Assistant Manager - Workplace support services

Job Description Asst., Manager

Responsible for maintenance of facilities operations (HK, Power, FIM, Cafeteria, Security, etc), employee support, real estate for South & international TCTS location consisting of 2000 + seats spread across geographies/ locations admeasuring 1.6 lac sft (approx.) and expansion basis business requirement.

1 Large office & 1 International location

Responsible for Facilities Operations South & International

Facility upkeep Housekeeping, Cafeteria, Physical Security

Office Maintenance Preventive Maintenance, Power, UPS, PAC, HVAC,

BMS CCTV, Access Control, Fire Alarm, Hydrant, Alarms

Employee support Water, Pantry, stationary, Courier, business cards, events, travel etc.,

Projects Capex & Opex

Billing & Invoicing, Procurement to pay for south & international invoices

Safety, Compliance & Governance

Handling ISO Internal & External Audits

Legal Compliances

Guest House management & Training and skill development

Coordination with Landlord.

General Administration:

Ensuring optimum and effective utilization of funds in providing congenial work environment and basic amenities in the work premises.

Handling hospitality related arrangements like Client visits, Employee Engagements, Awards ceremony, large conferences at Chennai.

Liaoning with various statutory authorities like customs, Local Police, Telephone Department, Transport Department etc. for obtaining approvals/ clearances.

Ensuring procurement & maintenance of stationery & office consumables.

Security Functions:

Key operational activities- i) Power & HVAC management ii) BMS operations

Maintenance of Technical Set-up (End to end responsibility) at TCTSL Chennai Facility.

Responsible for 100% up time of electro-mechanical equipment installed in facility such as, UPS System, HVAC System, Lighting systems, BMS System (CCTV, FAS, Access Control)

Entire electrical distribution systems including cabling, breakers, distribution points, LT panels, electrical power points at all workstations, common areas of lobbies and passages, conference rooms, etc.

All other equipment purchased or installed at TCTS sites at South Region.

Coordination with FIM (Facility and Infrastructure Management) team / cross functional teams / vendors / Fire pump and fire hydrant systems for resolving technical issues related with the premises

Responsibility about maintaining duty roasters / deployment of the electricians/technical staff. Supervising and approving the attendance and wage bill of electrical/technical staff.

Attending R&M and O&M issues at all TCTS floors.

100 % Adherence of 52-week PPM calendar for TCTSL facility.

Workplace Safety:

Electrical safety

Signing and approving work permits for various maintenance jobs carried out at TCTS sites viz. confined space, electrical work, working at height, hot work etc. or any other work which requires the safety aspects to be adhered BU checks to be done.

Observations and finding report of jobs carried out at TCTS sites.

Adherence to the safety, OHSAS, and EMS policies of TCTS.

Coordination with FIM (Facility and Infrastructure Management) team / cross functional teams / vendors for resolving technical issues related with the premises

Training of electricians/Contract staff for electrical, operation of equipment safety

MIS and periodical operation reports

Daily power consumptions reports/reading logbook maintenance

Weekly/fortnightly/monthly MIS report generations on power consumption

Regular Liaison meeting with FIM teams for issues related power distribution

Preparation of PPM (Preventive Maintenance Schedules)

Making an action plan based on service reports of PPM

Supporting in making AOP of the facility regarding technical development with adequate data and justification for procurement

Reviewing OLA with TCL (FIM) team

Maintaining records and warranty of equipment.

Supporting facility for preparing monthly expenses report regarding maintenance and R&M.

Vendor staff training & NDC

Arranging training session to all vendor staff under back to basic program.

Hassle free NDC for BMS & Security at PAN India TCSL

Legal Compliance:

Compliance of remarks given by PWD Electrical inspector in respect of Lift

Maintenance of records and various licenses required e.g. lift license

Follow up for various license related with facilities.

Governance of technical services vendors, controlling electrical staff deployed at TCTS site by the vendor.

Internal & External Audits

Lead for internal and external business certification as an auditee for ISO audit standards viz., ISMS/BCMS/OHSMS/EMS/PIMS & QMS.

Gate Security, Fire Alarms etc.

Issuing I-Cards, Visitor Passes and Access Cards to the employees and visitors.

Handling Comprehensive Security, Access Control, Anti-Sabotage Check, Electronic Counter Measures etc.

Ensuring compliance to the Fire Control Regulations and Civil Services.

Liaising & coordinating and improvement of Advance Security Operations with Security Agencies etc.

Man Management

Directing, leading and motivating workforce imparting continuous on job training for accomplishing greater operational effectiveness/ efficiency.

Working on succession planning of the workforce, shift management activities, appraising the

members performance & providing feedback.

Resolving interpersonal issues & working towards a harmonious work environment.

Real-Estate

Basic knowledge and understanding against:

Leasing in of new premises

Renewal of Existing office space

Liaison with IPCs

Scouting new office, due-diligence, legal clearance, approvals

Insurance, adherence to Local law of land

Fitting out office premises, obtaining statutory approvals

Obtaining various Municipal Licenses

Termination of leases, vacation, surrender

Payments of rentals and other charges

Business Enablement:

Consultant for expanding company to new region

Providing cost inputs wrt to facility creation for all RFPs Submitted 50+ locations per quarter

Additional Programs:

Back to Basics Program for all support staff.

Support Sustainability drive across TCTSL.

To implement cost optimization programs, to initiate the cost optimization projects.

International operations:

Office upkeep

New lease / renewal / surrender process

Employee support Pantry, stationary, Licensing, accommodation, relocation support

CSR Events management

Cross Functional support:

Supporting employee engagement activities like birthday celebrations, fund events

Organizing large meetings, townhall events, customer visits

Infra Development:

Support to be given towards:

Scouting of new office space

Carrying out due-diligence of facility legal / feasibility study

Supporting to create lease agreement draft and liasoning with legal / finance / insurance / tax team to clear the draft

Creation of office test fit layout & getting approvals from internal team

Capacity planning HVAC / UPS / IT / caf etc.,

Customization of already fitted out office space

Snagging and rectification of snags

Support Manpower planning and various contract / ARCs execution.

Preferred Experience:

Overall experience of 7 + years in Corporate Services domain with hands on experience in handling multiple location with around 1.5 lac + Sft of office space.

Having worked as a facility lead for large site / multiple sites and working experience with Off role & vendor staff.

Experience in MNC corporate/ large business house in India will be preferred.

Preferred knowledge:

Excellent verbal and written communication skills

Excellent organizational and leadership skills

Good analytical/critical thinking

Proven experience as facilities manager or relevant position

Well-versed in technical/engineering operations and facilities management best practices

In depth knowledge of organising, evaluating, and managing security equipment, CCTV, Access Control Alarm systems, Monitoring of alarms and remote use of CCTV systems.

Good working knowledge of some security framework. Security training/ certifications from a recognized/reputed organization. Knowledge and certification in ISO 27001, ISO 22301, OHSAS-18001, ISO 45001 will be an added advantage.

Knowledge of emergency response management, working with all levels of staff and organizing training programs.

Working knowledge in managing safety of the site including facing safety audits.