Job TitleAsset Head - PropertyJob Description SummaryJob DescriptionPRIMARY 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 FacilitiesInspect 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 detectedEnsure 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 contractorsMonthly ReportCustomer Satisfaction SurveyOffice FurnitureTo implement and monitor a process for liasion with supplier regarding any damage, loss found, malfunction on office furnitureTo 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 CustomerAnalysis of the Service Requests from Customer.Process to ensure Service Order send to supplier within same day after Customer approvalCustomer Satisfaction Survey.Office CleaningTo ensure that the process of proper cleaning is followed and monitored by AFMs.To ensure a clean, health & hygienic working environmentKPI for cleaning services-Checklists.Daily/weekly inspectionCleaning ScheduleSystems & proceduresAdapting C&W processes and systems to meet local requirements and agreeing with client representativeImplementing C&W processes and systemsTraining staff on processes and systemsCompliance with processes and systemsSystems 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 EnvironmentalConduct Risk Assessments of all activitiesImplement Safe Working practice including Permit to Work (PTW) systems.Training on H&SE systemsEnsuring Compliance with all customer and C&W H&SE processes and systems.Ensuring Accident Log is kept up to dateReporting H&SE statistics and incidents in Monthly ReportCompleted Risk Assessments for each FM activityPTW processes in place and up-to-date.Staff Training Records complete and up-to-dateNo Non-Conformance Reports (NCRs)Accident StatisticsMonthly Report data complete.Scope of WorkRequirementIndicatorsNew Vendor ManagementTo liaise with contractors, collect quotations and prepare quotation analysisTo make recommendation for approvalFollow up on service level and report to the client.Inspection ReportQuotation AnalysisCustomer Satisfaction SurveyExisting Vendor ManagementTo keep and revise the existing contracts with different vendorsTo liaise with vendors on contract renewalTo compare, Evaluate and recommend vendorsMonthly (or as required) Vendor Meetings to agree Monthly Supplier evaluation and plan for forthcoming month.Contractor list and contract terms summaryQuotation analysisCustomer Satisfaction SurveyPurchasingTo 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 AccountingTo 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 procedureMonthly expenses preparation and monitoring.Audit/Check the accounting and invoicing process.Annual BudgetingTo prepare annual budget on WPR for client’s approvalTo control expenses according to approved budgetTo report any ad hoc/non-predictable expenses item to the client.Approved budgetMonthly expenses reportQuarterly reviewInter-Departmental LiaisonCreating 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 surveyCustomer feedback.Engineering ManagementTo 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 & ManagementTo 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 standardsIdentify client needs and expectations and ensure client satisfactionDeal professionally with customer feedback. Actively monitor and handle complaintsMaintain the accounting, systems and processes with legible, precise, accurate and timely completionEnsure prompt invoicing and recovery for the services rendered as per the agreementAssess weekly and monthly figures and maintain adequate controls to monitor budget performance. Actively pursue and achieve budget targets and assist in budget compilationEnsure security and maintenance of premises, equipment and stockUse C& W and Kotak approved suppliers for all vendor related itemsKeep 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 staffAssist in recruitment, selection and induction of staff in accordance with standardsEffectively lead, develop and motivate the service team, monitor and solve personnel issues as they arise within the departmentResponsible 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”