Building Operations, Soft Services

Overview

Duty Manager, Facilities will manage day-to-day service delivery at the client site during the shift and be accountable for the proper usage and functionality of the technologies implemented at site.

What you'll do

• Provide management advice on Helpdesk/Mailroom escalated issues during the shift and ensure immediate response to all priority calls from employees and the Siebel team.
• Clear C-mail and government agency mail to the proper recipients.
• Ensure accident or crisis management is addressed immediately.
• Provide management advice on Front Office escalated issues and ensure immediate response to priority calls.
• Take rounds of front office, lobby area and rest rooms to ensure a high standard of housekeeping and upkeep.
• Attend shift briefings and ensure security muster, deployment and acknowledgment on the register for penalties or comments.
• Keep the security assignment manager or security in-charge updated on client and VIP visits, and track security issues to closure.
• Ensure security staff adheres to GAP norms and discuss the vendor performance matrix with the facility manager and the pan-India security manager monthly.
• Manage grooming of staff, overall key room, clock room and time office operations, and impart weekly training.
• Ensure the VMT (vendor management tool) is up and running at all times and that all registers and tools are updated for material movements (in and out) daily.
• Follow the escalation matrix and implement EHS practices (PPEs etc.) in and around the security premises.
• Update new assets in the asset tracker and inform relevant stakeholders.
• Attend housekeeping shift briefings and ensure housekeeping muster, deployment and acknowledgment on the register for penalties or comments.
• Keep the housekeeping duty manager or in-charge updated on client and VIP visits, and track housekeeping issues to closure.
• Conduct facility walk-throughs of rest rooms, breakout areas, workstations, meeting rooms, cabins, common and development areas; identify, close on time and report snags.
• Discuss the housekeeping vendor performance matrix with the facility manager monthly.
• Close all Siebel housekeeping calls on priority and within TAT without escalations.
• Ensure caterers maintain high standards of hygiene and cleanliness; escalate food run-outs to the catering lead and arrange alternatives.
• Coordinate random food sample testing by the client-authorized vendor and act on results.
• Manage and supervise the quality, quantity and cost of meals and refreshments in the cafeteria, and display operating hours and menus prominently.
• Conduct quarterly traffic analysis to keep waiting times at counters within tolerable limits.
• Ensure tables and chairs are cleaned at all times at a frequency modulated to traffic, and track vendor crockery to prevent shortages.
• Conduct monthly random kitchen audits of vendors and ensure hygiene of cafeteria stall vendors and use of PPE by vendor staff.
• Obtain necessary builder approvals for specific events and coordinate builder guarding, common area upkeep, logistics, pest control, housekeeping and bee hive removal.
• Take proper rounds of builder-maintained common areas and make snag reports with follow-up for closure.
• Ensure upkeep of breakout areas and reprographic equipment, and record all communication in the duty manager log book with proper handover and takeover.
• Follow the walk-around map and guide, client policies, processes, procedures, statutory documents and client SLAs and KPIs agreed with JLL.
• Assist the facility manager in ISO, internal and external audits and ensure documentation is complete.
• Coordinate with the engineering team on issues needing help, organize induction programs for TPV and JLL staff, and plan and train TPV staff on client policies.
• Update OLA daily and monthly in the SMDRS tool, and coordinate important and VIP visits with the Events team without escalations.
• Maintain complete knowledge and functionality of e.Fit tools (VMT, IMT, Site Ops, Site Inspection tool), BGC and the work permit tool.
• Govern pest control, carpet maintenance, wellness room, ambulance, indoor plants, recreation room and gym activities.
• Conduct scheduled and focus meetings with projects per calendar, and manage the half-yearly fire drill.
• Share all daily, weekly and monthly reports on time and maintain relevant checklists.
• Adopt new implemented initiatives, handle security and EHS incidents on priority, and communicate them per the escalation matrix.
• Answer employee queries on phone and by email, and follow the escalation process and matrix for all incidents and issues (100%).

What you'll need

• Ability to manage multi-service facilities operations (security, housekeeping, cafeteria, estate management) on site.

Details

• Location: On-site, Kolkata, WB.
• Scheduled weekly hours: 48.
• Shift-based role.