Facility Executive

**Job Title** Facility Executive **Job Description Summary** **Job Description** **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”