Asset Head - Property

Job Title Asset Head - Property Job Description Summary Job Description PRIMARY GOAL:

To achieve the timely and efficient delivery of Facilities Management services to Piramal Agastya in support of their business needs in accordance with the Service Levels and Key Performance Indicators set out below.

KEY TASK AND RESPONSIBILITIES:

To deliver high quality, prompt and courteous Facilities Management services at Piramal Agastya in support of their business needs in accordance with the Service Levels and Key Performance Indicators set out below.

To liaise with the customer’s representative regarding all matters outside of agreed delegated levels of authority.

Under guidance of Operation Manager to provide training, management and guidance to directly employed staff in accordance with C&W- PMSI Human Resource guidelines.

Office Facilities Inspect and monitor the function of office facilities including fan coil units, electrical, cable, interior design work & lighting etc. To set and monitor process to liaise with contractor for any malfunctions detected Ensure proper Follow up and completion on rectification works/pending requests and report to Customer as per SLA.by FM team. Analysis of Service Requests from Customer and advise to client. Service Order to contractors Monthly Report Customer Satisfaction Survey Office Furniture To implement and monitor a process for liasion with supplier regarding any damage, loss found, malfunction on office furniture To ensure that proper follow up any requests/complaints from Customer employees is done by AFMs. Put a Mechanism for additional purchase upon request and approval from Customer

Analysis of the Service Requests from Customer. Process to ensure Service Order send to supplier within same day after Customer approval Customer Satisfaction Survey. Office Cleaning To ensure that the process of proper cleaning is followed and monitored by AFMs. To ensure a clean, health & hygienic working environment

KPI for cleaning services-Checklists. Daily/weekly inspection Cleaning Schedule Systems & procedures Adapting C&W processes and systems to meet local requirements and agreeing with client representative Implementing C&W processes and systems Training staff on processes and systems Compliance with processes and systems Systems Manual in place as agreed in Transition Time Line. Staff Training Records complete and up-to-date. No Non-Conformance Reports (NCRs). Health & Safety and Environmental Conduct Risk Assessments of all activities Implement Safe Working practice including Permit to Work (PTW) systems. Training on H&SE systems Ensuring Compliance with all customer and C&W H&SE processes and systems. Ensuring Accident Log is kept up to date Reporting H&SE statistics and incidents in Monthly Report Completed Risk Assessments for each FM activity PTW processes in place and up-to-date. Staff Training Records complete and up-to-date No Non-Conformance Reports (NCRs) Accident Statistics Monthly Report data complete.

Scope of Work Requirement Indicators New Vendor Management To liaise with contractors, collect quotations and prepare quotation analysis To make recommendation for approval Follow up on service level and report to the client.

Inspection Report Quotation Analysis Customer Satisfaction Survey Existing Vendor Management 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. Contractor list and contract terms summary Quotation analysis Customer Satisfaction Survey Purchasing To decide, implement and monitor the Procurement process for consumables and goods in agreement with Customer policy and procedure. To monitor delivery from approved supplier and ensure they are follow the SLAs.

Finalize and update Purchase Request System on regular basis. Purchase Order Process Audit/Control Check. Feedback from AFMs. Monthly Accounting To design, implement and monitor the invoice processing system for all kinds of supplies/services managed by C&W in accordance with customer’s policy and procedures. To ensure that the FM team (AFM/Accounts person) follow the process. To prepare the financial expense summary with the help of accounts person/AFM and report to Client on Monthly basis.

Pre-approved accounting procedure Monthly expenses preparation and monitoring. Audit/Check the accounting and invoicing process. Annual Budgeting To prepare annual budget on WPR for client’s approval To control expenses according to approved budget To report any ad hoc/non-predictable expenses item to the client.

Approved budget Monthly expenses report Quarterly review Inter-Departmental Liaison Creating a Forum for Feedback from customers and ensure that feedback is taken from Clients at regular intervals and use it to improve the service delivery standards. Attendance/Chairmanship of Inter-Departmental facilities related meetings as required by customer representative. Customer Satisfaction survey Customer feedback. Engineering Management To Coordinate with IT/Customer representatives to get the PPM schedules made by Head of engineering approved and implemented. Get the reports on engineering systems operation and maintenance from head of engineering. To ensure that the Engineering budget is properly made and followed by the engineering team. To advise Client on repair maintenance/purchase decisions. Reduction in energy costs and R&M costs. Efficient utilization of machines and systems, ensuring minimum downtime for client operations. Team Building & Management To ensure that C&W team is well trained and motivated at all the times. Leave planning’s/approvals. BCP for site staff. (Coordinate with HR for hiring etc). Performance appraisals, regular weekly briefing, disciplinary actions/redressel/grooming as required.

KEY RESULT AREAS:

Monthly measurement of achievement of Key Performance Indicators and preparation of Monthly Management Report.

Management of budget, equipment and materials on behalf of customer.

Develop and maintain excellent relationships with the client on site as well as practice excellent teamwork and support for the other members of the service.

Maintain and continuously improve the quality of service and standards

Identify client needs and expectations and ensure client satisfaction

Deal professionally with customer feedback. Actively monitor and handle complaints

Maintain the accounting, systems and processes with legible, precise, accurate and timely completion

Ensure prompt invoicing and recovery for the services rendered as per the agreement

Assess weekly and monthly figures and maintain adequate controls to monitor budget performance. Actively pursue and achieve budget targets and assist in budget compilation

Ensure security and maintenance of premises, equipment and stock

Use C& W and Kotak approved suppliers for all vendor related items

Keep know-how of current safety regulations in order to respond to emergency call-in situations in the facility and help to coordinate any related function to accommodate the safety of customers, visitors and staff

Assist in recruitment, selection and induction of staff in accordance with standards

Effectively lead, develop and motivate the service team, monitor and solve personnel issues as they arise within the department

Responsible for grooming, cleanliness, hygiene, uniforms and overall attitude of the staff, organize formal training and provide structured on-the-job training; identify and address individual training needs to provide on-site induction

INCO: “Cushman & Wakefield”