Assistant Facilities Manager

Job description

Assistant Facilities Manager Soft

ROLE AND RESPONSIBILITIES

OVERALL ROLE

Facility Operations

·  Manage all outsourced service contracts and Jones Lang LaSalle personnel, including inspections and quality management of service delivery – this includes all cleaning functions i.e. administration, reception, pest control and client services
·  Develop and implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems
·  Ensure an adequate supply of materials and service for the proper operation of the buildings and enter into supply and service contracts as approved by HSBC
·  Routinely inspect all contracted services to ensure performance measures are being maintained according to their defined SLAs and scorecards
·  Plan, organize and arrange internal events for any processes or business
·  Actively coordinate with landlord on daily closure of snags and focus on continuous enhancement of service deliveries related to building activities
·  Monitor and prepare reports on scrap disposal and waste management
·  Ensure continuous supply of office stationery and consumables to maintain business continuity with defined inventory on site
·  Capture cost and tracking methods for all consumables and other supplies
·  Achieve client satisfaction to HSBC expectations

Staff Management

·  Manage and assist with the personal development of all direct reports
·  Develop and manage succession plans for all direct reports
·  Actively seek to train subordinates in all aspects of the non-technical services
·  Actively multi skill all Jones Lang LaSalle staff to increase flexibility and job satisfaction

Reporting

·  Assist in compilation of all MIS
·  Contribute to the monthly management report and quarterly business review to HSBC and other reports as required
·  Support the Manager, Facilities on process implementation, standardization and benchmarking and achieving short and long term operational cost saving initiatives

Vendor Management

·  Vendor grooming and real time monitoring of services and periodic reviews
·  Manage service contracts including inspections and quality management of service delivery
·  Management of contract resource to achieve service level agreements to key performance indicators at an optimum cost for HSBC
·  Ownership of completing the purchase process undertaken by self or peers
·  Ensure timely payments to vendors
·  Follow a structured vendor management program as per HSBC specifications which includes monthly meetings with vendors with a proper agenda and carrying out relationship health checks

MAJOR RESPONSIBILITIES

·  Will be part of the management team hence they will be responsible for over all delivery of the vertical.
·  Achievement of contracted service levels and performance indicators
·  Achievement of contracted customer satisfaction expectations
·  Management of resources to ensure no disruption to HSBC’s business
·  Achievement of savings initiatives as agreed with HSBC
·  Achievement of IPMP goals as agreed with the manager
·  Actively participate and deliver creative ideas to HSBC in all sustainability related programs
·  Raise a building incident report for any incident that occurs within the premises and follow up on the same till its closure
·  Provide the management information report on a monthly basis to HSBC
·  Handle Ludhiana and Moradabad branches as the key responsibility areas
·  Actively participate in vendor segmentation, selection and market analysis of new vendors in close coordination with Global Sourcing and Jones Lang LaSalle
·  Address queries/requests that arise out of the fortnightly forum
·  Plan the renewal of AMCs and DLP activities in close coordination with Global Sourcing for the concerned vendors
·  Accountable for all inventories and contracts for FM  related equipments
·  Provide physical signoffs for all invoices provided by the landlord and vendors
·  Conduct and assist in cross facility audits for HSBC
·  Coordinate all weekend and daily activities (internal, landlord & vendor) according to the annual planned preventive maintenance calendar
·  Coordinate fire evacuation drills and first aid training

Leadership

·  Acts as leadership role model for Jones Lang LaSalle by behaving consistently with HSBC requirements

Relationship Building

·  Promotes open, constructive and collaborative relations with superiors, subordinates, peers and clients
·  Gains respect of Jones Lang LaSalle people, clients and where appropriate with the broader business community

Communication

·  Listens effectively and communicates through actions and examples
·  Has strong written and oral communication skills

Decision Making

·  Is able to make difficult decisions and resolve problems or improve operations
·  Actively searches out opportunities to achieve best results

Personal Effectiveness

·  Set stretch targets for self to achieve maximum team performance
·  Sets stretch targets for team to achieve maximum team performance

Others

·  Participate in emergency evacuation procedures including crisis management and business continuity
·  Manage all health and safety issues and actively participate in reviewing the same

REPORTING TO

Operations Manager

POSITION GOALS

·  To provide comprehensive facility and contract management to HSBC with a focus on continuous improvement
·  To achieve financial and other targets established by the Operations Manager – Facilities
·  Achievement of the key performance indicators and service level agreement targets as decided by HSBC and Jones Lang LaSalle .
·  To deliver the global benchmark standards through the team of Jones Lang LaSalle for HSBC.

KEY PERFORMANCE MEASURES

·  Achievement of contracted service levels and performance indicators
·  Achievement of contracted customer satisfaction expectations
·  Management of resources to ensure no disruption to HSBC’s business
·  Achievement of savings initiatives as agreed with HSBC.
·  Achievement of IPMP goals as agreed with the manager.

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